Personal Assistant to The Chairman

Confidential Careers; Jeddah; Sur place; SAR 90 000 - 150 000; Plein temps

Résumé du poste

Confidential Careers is seeking an experienced Personal Assistant to support the Office of the Chairman in Jeddah. You will manage the Chairman's calendar, prepare briefing materials, coordinate meetings and travel, and handle confidential communications with discretion.

This role requires superb organisational skills, strong English drafting, Arabic proficiency is a plus, and the ability to work with senior stakeholders with professionalism and tact.

Qualifications

• Proven experience as a Personal Assistant, preferably supporting a Chairman or senior executive.
• Fluency in written and spoken English, with excellent drafting skills.
• Proficiency in Arabic is a strong advantage.
• Proficiency in German language is preferable.

Responsabilités

• Manage the Chairman's calendar, coordinate meetings and anticipate scheduling conflicts.
• Prepare daily schedules and meeting briefing notes.
• Coordinate Board and senior management meetings, including agendas, documentation and logistics.
• Record minutes and follow up with relevant parties to ensure action items are completed.
• Liaise with Board members and executives to coordinate matters for the Chairman's office.

Connaissances

Calendar management

Meeting coordination

Communication

Travel planning

Office management

Stakeholder liaison

Confidentiality

Time management

Outils

Microsoft Office

Electronic calendars

Description du poste

Role purpose

The Personal Assistant provides comprehensive, confidential and highly organised

support to the Office of the Chairman.

The role is responsible for the effective

management of the Chairman's schedule, office and communications, and requires

the ability to work independently while representing the Chairman with

professionalism and appropriate protocol at all times.

As the role reflects directly on the image of the Chairman, it demands a high degree

of accuracy, sound judgement and integrity.

Key responsibilities

Calendar and meetings

• Manage the Chairman's calendar, coordinate meetings and anticipate scheduling conflicts
• Prepare daily schedules and meeting briefing notes
• Coordinate Board and senior management meetings, including agendas, documentation and logistics
• Record minutes and follow up with relevant parties to ensure action items are completed

Communication

• Serve as the primary point of contact for the Chairman's office, upholding the reputation of the Chairman and the company
• Screen and direct calls, correspondence and visitors, ensuring information reaches the Chairman in a timely and accurate manner
• Prepare and review letters, memoranda, presentations and reports to the highest standard of accuracy
• Prepare draft responses to correspondence for the Chairman's review and Approval

Travel and research

• Organise business travel, accommodation and itineraries, together with supporting briefing documents
• Conduct research on stakeholders and relevant matters, and prepare briefing reports ahead of meetings

Office management

• Oversee the efficient running of the Chairman's office
• Maintain a secure and well‑organised filing system, both physical and digital
• Establish systems and procedures to manage priorities effectively

Stakeholder liaison and coordination

• Liaise with Board members, senior executives, departments and external partners to coordinate matters for the Chairman's office
• Develop and maintain effective working relationships with key internal and external stakeholders
• Maintain an up‑to‑date record of the Chairman's contacts
• Coordinate with department heads to obtain information, reports and updates as required by the Chairman

Projects and administration

• Coordinate and monitor special projects and confidential assignments as directed
• Prepare presentations, summaries and reports to support decision‑making
• Monitor deadlines and commitments within the Chairman's office and escalated matters as appropriate
• Undertake any other duties as assigned by the Chairman

Requirements

• Proven experience as an Personal Assistant, preferably supporting a Chairman or senior executive
• Fluency in written and spoken English, with excellent drafting skills
• Proficiency in Arabic is a strong advantage
• Proficiency in German Language is Preferable
• Advanced proficiency in Microsoft Office and electronic calendar systems
• Strong organizational, time management and prioritization skills
• Proven ability to handle confidential information with complete discretion
• Sound knowledge of business etiquette and protocol
• Ability to perform under pressure and accommodate flexible working hours when

Required

Note: Strictly, No Job Hoppers

Personal qualities

• Exceptionally well organized, with a structured and methodical approach to work
• A sharp and astute personality, quick-thinking and alert, with strong presence of mind
• Meticulous attention to detail and a commitment to accuracy in all work
• Assertive character and integrity, with a dependable and principled approach
• Thick-skinned and resilient, remaining composed and professional when facing pressure or criticism
• Quick on their feet, able to think and act swiftly as situations arise
• Strong multitasking ability, managing several priorities at once without compromising quality
• Absolute discretion and respect for confidentiality
• Composure under pressure and the ability to adapt to changing priorities
• A proactive approach, with the ability to anticipate needs and resolve issues independently
• Confident and articulate, with the ability to communicate effectively at the most senior levels
• A polished and professional demeanour appropriate to the Office of the Chairman