[ref. b26704221] Personal Assistant To The Director - Guildhall
Job description / Role
Employment: Full Time
Guildhall is hiring a highly organized and discreet Personal/Executive Assistant to support the Commercial Director, with a strong focus on managing personal tasks as a top priority. The ideal candidate will be detail-oriented, able to multitask efficiently, maintain strict confidentiality, and possess a strong sense of aesthetics.
Key Responsibilities:- Efficiently manage the Commercial Director’s daily schedule, balancing both work and personal appointments.
- Send out timely reminders and confirmations for upcoming meetings, events, and appointments.
- Schedule appointments, and personal engagements, ensuring all details are confirmed and accounted for.
- Manage and book flight tickets as required. Ensure bookings are aligned with the Commercial Director's preferences, making travel arrangements as seamless and efficient as possible.
- Plan and coordinate small company events, ensuring everything from venue selection to catering is handled with professionalism and attention to detail.
- Book and manage meeting rooms for business meetings, ensuring the rooms are equipped with the necessary resources.
- Liaise with vendors and suppliers for event planning, catering, office supplies, and other services, ensuring timely delivery and service excellence.
- Assist with managing special projects as needed, including research and timeline tracking.
- Keep track of important dates such as birthdays and assist in organizing gifts or arrangements.
- Regularly research and compile a list of new and trending venues such as restaurants and cafes. This includes scouting for places that align with the director’s preferences, whether for business lunches, client meetings, or personal outings.
- Assist with personal shipments deliveries and returns.
- Provide administrative support to other team members or departments as needed, ensuring smooth daily operations within the office.
- Assist with the onboarding of new employees or team members.
- Liaise with facilities management or external service providers to arrange for necessary repairs, cleaning, or office improvements.
- Anticipate needs before they arise and take the initiative to address potential issues or improve processes without needing direct instruction.
- Act as a communication bridge between the Commercial Director and other departments, filtering and prioritizing incoming requests, and ensuring timely follow-up.
- Be available and responsive across various communication channels (email, phone, messaging apps) and adjust working hours when necessary, especially during travel or critical business periods.
- Prepare concise, well-written reports, summaries, and professional correspondence in English on behalf of the Commercial Director.
- Support in managing and motivating a small internal team when needed, ensuring tasks are clearly delegated and followed through to completion.
Requirements:
- Exceptional organizational and time management skills, with the ability to multitask effectively.
- Strong communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and other office tools.
- Strong problem-solving abilities and the capacity to handle unexpected changes and challenges.
- High level of professionalism, with a polished and confident demeanor
About the Company
Guildhall is the most respected HR & Headhunting Consultancy in the MENA Region.
With deep, extensive knowledge of HR & Recruiting in the region, Guildhall has become a trusted partner of choice for candidates and clients. Starting from an exclusive recruitment agency in Dubai - UAE, Guildhall has grown into an elite service with the ability to cover vacancies in across MENA and Asia-pacific.
Offering tailored Career Sessions and an innovative industry-first membership program designed to save money on core services.
Guildhall is the partner of choice.
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