Administration & Personal Assistant Position Summary
The Administration & Personal Assistant is responsible for providing comprehensive administrative, organizational, and personal support to the Executive/Managing Director while ensuring the efficient day-to-day operation of the office. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Executive & Personal Assistance
- Manage the Executive's calendar, appointments, meetings, and daily schedule.
- Coordinate business and personal travel arrangements, including flights, accommodations, transportation, and itineraries.
- Screen, prioritize, and respond to emails, phone calls, and correspondence on behalf of the Executive.
- Prepare meeting agendas, presentations, reports, and briefing materials.
- Attend meetings when required and prepare accurate minutes and follow-up action items.
- Handle confidential and sensitive information with the highest level of discretion.
- Assist with personal appointments, errands, and administrative matters as assigned.
- Remind the Executive of important deadlines, commitments, and follow-up actions.
Administrative Support
- Manage office correspondence, filing systems, and document control.
- Prepare letters, reports, presentations, contracts, and other business documents.
- Coordinate internal and external meetings, conferences, and events.
- Maintain office records and ensure proper document organization.
- Monitor office supplies and coordinate procurement when necessary.
- Support the preparation and submission of company documents to internal and external stakeholders.
- Maintain organized electronic and physical filing systems.
Office Administration
- Coordinate office maintenance and administrative service providers.
- Liaise with vendors, suppliers, clients, and government agencies when required.
- Assist in implementing office policies and administrative procedures.
- Coordinate company events, staff meetings, and executive visits.
- Ensure office operations run efficiently on a daily basis.
Communication & Coordination
- Act as the primary point of contact between the Executive and internal/external stakeholders.
- Coordinate with department heads to ensure timely completion of assigned tasks.
- Follow up on pending approvals, reports, and action items.
- Maintain professional communication with clients, partners, and suppliers.
Document & Records Management
- Prepare and maintain confidential files and executive records.
- Draft professional correspondence and business communications.
- Ensure proper version control and filing of company documents.
- Maintain accurate records of meetings, agreements, and executive decisions.
Financial & Administrative Support
- Assist in processing expense claims, petty cash, and reimbursement requests.
- Coordinate invoice submissions and payment documentation when required.
- Support administrative budgeting and cost tracking.
- Maintain records of administrative expenditures.
Other Duties
- Perform additional administrative and executive support responsibilities as assigned.
- Contribute to process improvements that enhance office efficiency and productivity.
Reporting
Reports to
- Managing Director
- Chief Executive Officer
- General Manager
- Executive Director (depending on the organization)
- HR Head /Manager
Key Performance Indicators (KPIs)
- Executive schedule accuracy and efficiency
- Timely completion of administrative tasks
- Accuracy and quality of documentation
- Meeting and travel coordination effectiveness
- Response time to communications
- Confidentiality and professionalism
- Office administration efficiency
- Internal stakeholder satisfaction
Pay: KD300.000 - KD350.000 per month
Work Location: In person
