Personal Assistant to CEO

3 days ago

Dubai, United Arab Emirates YourPerfectStay Full time

The Personal Assistant (“PA”) role is one to further enhance the CEO’s capability to expand, develop and manage the business efficiently and effectively. The CEO’s PA from the onset must gain extensive knowledge of the company, the CEO, other key persons and all CTG’s facets (both internal, external and inter-company) and have a fundamental understanding of the company’s aims and objectives. Complete discretion and confidentiality must be maintained at all times by the PA and an understanding that this role emulates who and what the CEO is and how she is perceived within and without the group of companies. The CEO’s PA may at times be required to act on behalf of the CEO (frequently being the first point of contact with clients, internal staff and other business contacts). The CEO’s PA will be privy and have access to all the company’s confidential matters such as company set up, shareholding, staff/management compensation packages and disciplinary items, legal & financial affairs, mergers, acquisitions and many other matters.

Herein underlies some general work activities the PA to the CEO is likely to get involved in however the pa understands that any task the CEO requests must be administered managed and completed within the time line required and to exemplary standards.

Specific responsibilities as the CEO’s PA will include but not be limited to:
**General Administrative duties**:
Screening telephone calls, enquiries and requests, and handling them when appropriate (external office phone line is managed by the CFAA) and welcoming the CEO’s guests;
Liaising with clients, suppliers, advisors, shareholders, intercompany directors and other staff;
Organising and maintaining the CEO’s diary and making appointments, and available time for CD(s), FC, ROM staff on a daily/weekly basis to discuss issues, problems, BD, operations and other matters (ensuring all internal staff provide daily feedback and sitreps to the CEO);
Organising and attending meetings, and arranging business trips (including flights and accommodations), ensuring the CEO is well-prepared for meetings/business trips, preparing meeting agendas;
Designing and producing documents, briefing papers, reports and presentations;
Organisation of corporate & company entertainment, management meetings and events;
Devising and maintaining office systems, including data management, filing, etc;
Overseeing office management ensuring the CEO’s high standards are maintained;
Oversee office procurement and overhead spending as per budget;
Dealing with CEO’s personal matters including holidays, flights, banking, family, housing and other private matters;
Processing CEO’s business expenses and other administrative items.

**Business Administrative duties**:
Carry out specific projects, research and administration as required by the CEO;
Present and maintain final financial documentation, management accounts, budget and other special financial reports as may be required by the CEO from time to time;
Create and manage general business admin policies (including absence procedures, IT policy, etc) as requested by CEO;
Ensure (on behalf of the CEO) that a timely payroll shall be run (cash in the right company bank account, payroll computations processed by FC);
Research relating to governance, legal, accounting and tax implications where required by the CEO and in liaison with the FC;
Manage company insurance policies (with CFO, ROM and suppliers);
Assist with the establishment of the Company’s QMS and ISO accreditations, or other accreditation bodies as the CEO deems appropriate for the company to join.

**Company Secretarial matters**:
Manage business registration licence renewal, notifying the CEO of renewal dates prior to the event to ensure business compliance with local laws (current registrations in Dubai);
Liaison with licensing authority(s) management;
Management of all documentation collation for renewal, alteration to establishment, and new licences, including compiling presentation reports, company bio, and other strategic information dependent upon countries licensing authority requirements.

Any other administrative requirement to ensure complete business registration and legal compliance in all countries of operation/service as requested by the CEO (working in liaison with the FC/CFO and other internal operations/country managers).

**Business Development Assistance**:
Do an initial review of all suggested proposals submitted by CD, ROM, PM’s to confirm if it is in the business’s interest, highlighting any items for the CEO’s immediate attention with respect to information gathering from external parties;
Assist the CEO in developing proposals and in reviewing, negotiating and finalizing JV’s or other contractual and other third/external party requirements to submit the company’s best chance of winning proposal;
Copy Edit/Proof Read all proposals prior to submission to ensure are maintaining the company’s a

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