Job Title: Executive Personal Assistant – KWT
Job Description:
Assisting the Managing Partner and Senior Executives and providing administrative support to the organization.
Core Responsibilities:
This position includes but does not limit to the following:
- Assist with day-to-day operations of company-wide Admin functions.
- Manage, prioritize, screen, and monitor the Managing Director's correspondence including calls, emails, posts, and fax to ensure that they are dealt with appropriately.
- Setup and coordinate meetings and appointments and manage schedules to enhance effective time management.
- Create, transcribe, and distribute meeting agendas and minutes.
- Responsible for managing the day-to-day operations of the admin department for the company and all its sister concerns
- Liaison with and supervision over the work of the PRO relating to the transfer and renewal of company licenses and vehicles registration and family members documents.
- Coordinate with the Legal Department to ensure that all visa and residency-related formalities for employees are completed on time.
- Responsible for compiling jot forms for management signature, under the supervision of the Office Manager.
- Maintains an up-to-date database of company licenses (and staff residencies, if required).
- Coordinate and report on business trips
- Supervise managing company documents and archives through the Admin Assistant and Office Assistant.
- Report on project management software (Asana) on all activities to top management and follow up on overdue tasks with all functional heads and staff
- Obtain Management approval on agreement / Transactions / Payments, etc as deemed necessary
- Serve as an aide to the family and liaise with the office
- Conducts research and analysis tasks are required.
- Assist in the centralized filing and archiving of documents.
- Monitors the performance and progress of Office and home Drivers and reports the same to the Office Manager.
- Occasionally handles confidential and non-routine information.
- Any other task as required by the management.
Travel Management:
- Maintain travel-related arrangements & schedules
- Responsible for airplane reservations, tour arrangements, hotels reservations, car rentals, and special excursions for the family
- Process visa application
- Coordinate and report on business trips
- Must have basic knowledge about Europe & US travel bookings and arrangements
- Must have good communications and sales skills.
- Computer skills are a must to navigate through modern reservations systems
Education and Experience:
- Bachelor’s Degree. Certification in a relevant field is a plus
- Prior working knowledge/experience in administration work
- Experience with document management systems
- Knowledge of Kuwait law practices
- Knowledge of applicable document development processes
- Communication Proficiency
- Willingness to learn
Key Job Skills and Competencies:
- Planning and organizational skills
- Able to adapt to changing priorities and demands
- Deadline-driven
- Willingness to learn
- Strong verbal and written communication skills
- Sound judgment and decision-making skills
- Able to effectively handle sensitive and confidential information
- Information collection and management
- Ability to work effectively as part of a team
- Able to work well under pressure
Language Skills:
- Excellent oral and written communication skills in English. Arabic language is an added advantage.
Job Type:
● Full-time