Executive Personal Assistant
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Key skills for this role
About the Role
Millennium Hotels and Resorts MEA is seeking an Executive Personal Assistant to the Chairman, providing high-level administrative support and managing complex schedules, travel, and confidential matters.
Key Skills for This Role
Responsibilities
- Manage the chairman's complex calendar, scheduling meetings and appointments across multiple time zones
- Screen and prioritize incoming correspondence, phone calls, and requests
- Handle LPOs, payments, and file submissions for the Chairman’s review and signature
- Prepare detailed reports, presentations, and other documents for the Chairman's meetings
- Provide executive support in drafting emails and preparing communication materials
- Conduct research and gather information for the Chairman on various topics
- Organize and prepare meeting agendas, briefing materials, and minutes
- Attend high level project meetings, capturing key points and action items
- Serve as primary point of contact for internal and external communication
- Plan and coordinate complex domestic and international travel arrangements
- Handle highly confidential information with discretion
- Assist in managing and tracking progress on various initiatives
Requirements
- Exceptional organizational and time management skills
- Excellent written and verbal communication skills
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Strong problem solving and decision making abilities
- Ability to work independently with minimal supervision
- High level of discretion, confidentiality, and professionalism
- Strong interpersonal skills
- Ability to work under pressure and manage tight deadlines
- Flexibility to work extended hours, including evenings and weekends
- Willingness to travel frequently
Full Job Posting
Role Overview
- As the Executive Personal Assistant to the chairman, you are responsible for providing high level administrative support and acting as a trusted right hand to the chairman.
- The Executive Personal Assistant will ensure smooth coordination of all professional engagements and personal matters, while managing the chairman's demanding schedule and complex tasks.
- You must be highly organized, proactive, and capable of maintaining the utmost discretion in handling confidential matters.
Key Job Responsibilities
- Manage the chairman's complex calendar, scheduling meetings and appointments across multiple time zones.
- Screen and prioritize incoming correspondence, phone calls, and requests, acting as a gatekeeper to ensure the Chairman's time is used efficiently.
- Handle LPOs, payments, and file submissions from internal and external departments for the Chairman’s review and signature.
- Prepare detailed reports, presentations, and other documents for the Chairman's meetings.
- Provide executive support in drafting emails, preparing communication materials, and following up on action items.
- Conduct research and gather information for the Chairman on various topics.
- Organize and prepare meeting agendas, briefing materials, and minutes for both internal and external meetings.
- Attend high level project meetings with the Chairman's, capturing key points and action items, and ensure timely follow up on deliverables.
- Serve as the primary point of contact for internal and external communication on all matters related to the Chairman's office.
- Build and maintain strong relationships with key stakeholders, including clients, government officials, board members, and senior executives.
- Plan, organize, and coordinate complex domestic and international travel arrangements for the Chairman, including accommodations, itineraries, transportation, and visa applications.
- Handle highly confidential information with the utmost discretion and professionalism.
Skills
- Exceptional organizational and time management skills, with the ability to manage a complex and constantly evolving schedule.
- Excellent written and verbal communication skills, with the ability to draft correspondence and prepare reports.
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office technology.
- Strong problem solving and decision making abilities, with the capacity to handle challenges effectively.
- Ability to work independently with minimal supervision, while managing multiple tasks and priorities.
- High level of discretion, confidentiality, and professionalism.
- Strong interpersonal skills, with the ability to interact effectively with senior executives, board members, and high profile clients.
- Ability to work under pressure, managing tight deadlines, and adapting to changing priorities.
Competencies
- Attention to Detail: Meticulous attention to detail, ensuring accuracy in all work.
- Adaptability: Ability to quickly adjust to shifting priorities and unforeseen challenges in a fast paced environment.
- Proactive Approach: Capable of anticipating the Chairman's needs and taking the initiative to address them before being asked.
- High Emotional Intelligence: Ability to manage relationships effectively, understanding the Chairman's expectations and responding with professionalism.
- Time Management: Excellent ability to prioritize tasks and manage the Chairman's schedule efficiently, ensuring that time is allocated appropriately across multiple demands.
Work Environment
- This position requires frequent travel.
- Flexibility to work extended hours, including evenings and weekends, based on the CEO’s schedule and business needs.
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