Personal Assistant to Managing Director
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Key skills for this role
About the Role
Keolis seeks a Personal Assistant to provide high-level executive support to the Managing Director in Dubai. The role involves managing schedules, preparing documentation, coordinating strategic initiatives, and facilitating communication with stakeholders.
Key Skills for This Role
Responsibilities
- Manage the Managing Director's calendar, appointments, travel arrangements, meeting schedules, and daily agenda
- Prepare executive briefs, board papers, high level presentations, and confidential documents
- Coordinate and track completion of action items, decisions, and commitments from meetings
- Facilitate communication between the Managing Director's office and internal departments, external partners, and stakeholders
- Support budget preparation, monitor expenditure, and coordinate procurement requests
Requirements
- Diploma or Bachelor's degree in Business Administration, Management, Office Administration, or related field
- Minimum 2 4 years of experience in executive support, office management, or administrative roles supporting senior leadership
- Proficiency in MS Office, project management tools, and reporting dashboards
Full Job Posting
Role Overview
- Provide high level executive, administrative, and organisational support to the Managing Director.
- Ensure seamless coordination of daily activities, strategic priorities, and confidential matters.
Key Responsibilities
- Support the Managing Director in planning, prioritising, and monitoring strategic initiatives.
- Coordinate preparation of executive briefs, board papers, high level presentations, and confidential documents.
- Conduct background research and prepare concise briefing notes.
- Track progress of key actions and strategic commitments.
- Ensure alignment between the Managing Director's office and internal departments, external stakeholders, and regulatory bodies.
- Support preparation of annual budgets, forecasts, and executive financial reports.
- Assist in monitoring expenditure and cost control activities.
- Review financial documents for completeness and accuracy.
- Coordinate procurement requests and approval workflows.
- Facilitate effective communication and information flow.
- Prepare high quality correspondence, official letters, meeting briefs, and responses.
- Coordinate and follow up on stakeholder inquiries and commitments.
Minimum Qualifications
- 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.
- Experience with complex technical environments, asset heavy industries, or public transportation authorities is an advantage.
- Proficiency in MS Office, project management tools, and reporting dashboards.
Key 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 efficiently.
- Skilled in preparing agendas, minutes, briefing packs, and logistics for high level meetings.
- Ability to gather information, analyse it, and produce concise executive summaries.
- Familiarity with collaboration platforms (Teams, SharePoint, etc.).
- Excellent written and verbal communication suitable for executive level correspondence.
- Ensures accuracy in documents, schedules, and follow ups.
- Able to anticipate needs and resolve issues proactively.
- Confident in dealing with senior leaders, government entities, and external partners.
- Handles sensitive information with discretion and professionalism.
- Works independently, manages shifting priorities, and remains calm under pressure.
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