PA to the CEO

Offshore Recruitment Services; Dubai; On-site; AED 89,000 - 112,000; Full time

Job summary

Offshore Recruitment Services in Dubai is seeking an experienced Executive Assistant to support the CEO. You will manage the CEO’s diary and emails, prioritise engagements, prepare papers, and coordinate travel and accommodations to ensure seamless daily operations.

The role requires exceptional organisational and communication skills, discretion with confidential information, proficiency in Microsoft Office and Outlook, and the ability to work under pressure in a dynamic environment.

Qualifications

• Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts (essential).
• Experience of diary management/researching and booking of travel and accommodation (essential).
• Experience of successfully working with senior management (essential).

Responsibilities

• Manage and maintain the CEO’s diary and email account.
• Filter emails, highlight urgent correspondence and print attachments.
• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems.
• Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the CEO meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CEO match his requirements.
• Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate.
• Manage the process of calling for briefing on behalf of the CEO from start to finish to ensure that he is fully prepared for all engagements.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
• Prepare correspondence on behalf of the CEO, including the drafting of general replies.
• Minute general meetings as required and complete research on behalf of the CEO.
• Keep and retrieve files.
• Ensure guests meeting with the CEO are well taken care of.
• Provide a service that is in line with the CEO’s work habits and preferences.

Skills

Organisational skills

Communication skills

Discretion

Multitasking

Ability to work under pressure

Tools

Outlook

Word

Excel

PowerPoint

Job description

Salary 8,000 - 10,000

To provide an efficient and responsive administrative, organisational, and logistical service to the Chief Executive Officer, helping him to manage and prioritize his time.

MAIN RESPONSIBILITIES/KEY DUTIES

• Manage and maintain the CEO’s diary and email account.
• Filter emails, highlight urgent correspondence and print attachments.
• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems.
• Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the CEO meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CEO match his requirements.
• Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate.
• Manage the process of calling for briefing on behalf of the CEO from start to finish to ensure that he is fully prepared for all engagements.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
• Prepare correspondence on behalf of the CEO, including the drafting of general replies.
• Minute general meetings as required and complete research on behalf of the CEO.
• Keep and retrieve files.
• Ensure guests meeting with the CEO are well taken care of.
• Provide a service that is in line with the CEO’s work habits and preferences.

PERSON SPECIFICATION - Qualifications, Experience, Knowledge & Skills

Experience:

• Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts (essential).
• Experience of diary management/researching and booking of travel and accommodation (essential).
• Experience of successfully working with senior management (essential).

Knowledge:

• Must be proficient with the keyboard and IT applications (this may be tested during the selection process).
• Expert level in the use of Outlook.
• Intermediate level in the use of Word, Excel and PowerPoint.

Skills (all essential):

• Excellent organisational skills, ability to multi-task and organise others.
• Excellent oral and written communication skills and ability to professionally represent the CEO’s office.
• Ability to work under pressure and be flexible as part of a small team.
• Attention to detail and deadlines.
• Ability to filter information and assess priorities.
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
• Ability to prioritise and manage own workload amid conflicting demands and busy work periods.
• Ability to think ahead and anticipate needs before they arise.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.

OTHER JOB REQUIREMENTS

The postholder will fulfil a specific job but be expected to develop a good understanding of the roles within private office and around the CEO, and be able to confidently and competently cover for team members when they are absent. For example, the postholder may cover for the Personal Assistant to the Chairman as

About The Company

Offshore Recruitment Services specialise in the recruitment of in all aspects of offshore vacancies for all levels of permanent, temporary and contract positions.

Whether a client is searching for a highly skilled candidate, looking to head hunt a specific individual, a team of contractors for a project or management of gifted personnel, we are ready and have a proven track record of meeting such requirements.

Offshore Recruitment Services was formed with the specific aim of providing a quality service to link key candidates to our clients. We find the right people for your business.

- Beijing – Part-time work available, China