Personal Assistant to Managing Director
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Key skills for this role
About the Role
Keolis.MHI is seeking a Personal Assistant to the Managing Director in Abu Dhabi to provide high-level executive, administrative, and organisational support. The role involves managing schedules, preparing documentation, coordinating strategic initiatives, and facilitating communication with stakeholders.
Key Skills for This Role
Responsibilities
- Support the Managing Director in planning, prioritising, and monitoring strategic initiatives
- Coordinate the preparation of executive briefs, board papers, high level presentations, and confidential documents
- Conduct background research and prepare concise briefing notes for strategic discussions
- Track progress of key actions and strategic commitments, highlighting delays or risks
- Manage the Managing Director’s calendar, appointments, travel arrangements, and daily agenda
- Prepare consolidated reports, meeting packs, summaries, and follow up notes
- Coordinate and track completion of action items and decisions from meetings
- Oversee document control for the Managing Director’s office
- Facilitate effective communication between the MD’s office and internal departments, external partners, and government entities
- Support the Managing Director in organising high level meetings, workshops, events, and engagements
Requirements
- Diploma or Bachelor’s degree in Business Administration, Management, Office Administration, or a related field
- Minimum 2–4 years of experience in executive support, office management, or administrative roles supporting senior leadership
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
- Strong capability in managing executive calendars, travel, correspondence, and confidential documentation
- Ability to organise, track, and retrieve sensitive information efficiently
- Skilled in preparing agendas, minutes, briefing packs, and logistics for high level meetings
- Excellent written and verbal communication suitable for executive level correspondence
- Ability to anticipate needs and resolve issues proactively
- Handles sensitive information with discretion and professionalism
Full Job Posting
Role Purpose
- To provide high level executive, administrative, and organisational support to the Managing Director, ensuring seamless coordination of daily activities, strategic priorities, and confidential matters.
- The role facilitates effective communication, manages executive schedules, prepares documentation and briefings, oversees follow ups on key actions, and supports governance and decision making processes.
- The Personal Assistant ensures the Managing Director’s office operates efficiently, enabling smooth execution of corporate initiatives and maintaining strong alignment across internal and external stakeholders.
Key Responsibilities
- Strategic: Support the MD in planning, prioritising, and monitoring strategic initiatives; coordinate preparation of executive briefs, board papers, and presentations; conduct background research; track progress of key actions.
- Financial: Support the MD in preparing annual budgets, forecasts, and executive financial reports; assist in monitoring expenditure; review financial documents; coordinate procurement requests.
- Stakeholder/Customer: Facilitate communication between MD’s office and internal/external stakeholders; prepare correspondence; coordinate and follow up on stakeholder inquiries; support stakeholder engagements.
- Operational: Manage MD’s calendar, travel, and daily agenda; prepare consolidated reports and meeting packs; coordinate and track action items; oversee document control; support organisation of high level meetings and events.
Key Competencies
- Technical Competencies: Strong capability in managing executive calendars, travel, correspondence, and confidential documentation; expertise in Word, Excel, PowerPoint, and Outlook; ability to organise, track, and retrieve sensitive information; skilled in preparing agendas, minutes, briefing packs;
- Behavioural Competencies: Excellent written and verbal communication; ensures accuracy; able to anticipate needs and resolve issues proactively; confident in dealing with senior leaders and government entities; handles sensitive information with discretion; works independently and manages shifting p
Minimum Qualifications
- Education: Diploma or Bachelor’s degree in Business Administration, Management, Office Administration, or a related field.
- Experience: Minimum 2–4 years of experience in executive support, office management, or administrative roles supporting senior leadership. Experience with complex technical environments or public transportation authorities is an advantage.
- Skills/Training: Proficiency in MS Office, project management tools, and reporting dashboards.
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