Office Manager (Personal Assistant)

Job Information

• Job Title: Office Manager (Personal Assistant)
• Job Reference: —
• Job Category: Professional
• Job Grade: 13–15
• Department: Managing Director
• Reports To: Managing Director

Job Objectives

• Support the Managing Director by efficiently managing and operating the Managing Director’s Office, including managing relationships, files, and follow-ups with Board Members and key stakeholders such as chiefs, directors, department heads, and employees.
• Oversee administrative and logistical affairs to ensure effective coordination of the Managing Director’s Office activities, including meetings, visits, and all related requirements, in coordination with concerned parties.
• Support the implementation of directives and instructions issued by the Managing Director and ensure effective and efficient follow-up with relevant stakeholders.

Roles, Responsibilities & Authorities

– Key Roles & Responsibilities

1. Manage the Managing Director’s agenda, including meetings, travel arrangements, and official events.
2. Handle correspondence, emails, and phone calls on behalf of the Managing Director.
3. Ensure compliance with the Company’s governance protocols and maintain confidential records.
4. Supervise the daily operations of the Managing Director’s Office.
5. Supervise administrative staff when required, based on the Managing Director’s directives.
6. Ensure the Managing Director is continuously informed of critical issues and stakeholder concerns.
7. Handle sensitive information with the highest level of professionalism and confidentiality.
8. Maintain strict confidentiality in all matters related to the Board and the Managing Director’s Office.
9. Support the preparation, drafting, and translation of official correspondence issued by the Managing Director’s Office.
10. Oversee the organization and effectiveness of the Managing Director’s visits and meetings.
11. Prepare for meetings and develop presentations according to the Managing Director’s instructions.
12. Coordinate with organizational units to collect data, information, and supporting documents and present them to the Managing Director.
13. Attend meetings involving the Managing Director and prepare meeting minutes as instructed.
14. Present incoming correspondence to the Managing Director and obtain directives accordingly.
15. Supervise the archiving of incoming and outgoing correspondence through official systems.
16. Coordinate logistical support for external visits, including travel bookings, accommodation, transportation, and related services.
17. Coordinate protocols for receiving delegations and high-level officials at the Company’s headquarters.
18. Liaise with external entities regarding official visits and meetings involving the Managing Director.
19. Coordinate with the Managing Director on incoming external communications.
20. Follow up on projects and programs related to or supervised by the Managing Director’s Office and prepare periodic reports.
21. Follow up on urgent matters requiring direct coordination with the Managing Director and ensure timely action.
22. Support decision-making on matters referred to the Managing Director’s Office.
23. Monitor the implementation of the Managing Director’s recommendations with relevant organizational units and record them in monitoring systems.
24. Prepare periodic reports on the effectiveness of implementing recommendations and related performance indicators, and submit improvement proposals.
25. Perform any other tasks assigned by the Managing Director within the scope of the role.

Job Requirements

1. Behavioral Skills

• Institutional Awareness – High
• Communication and Stakeholder Engagement – High
• Adaptability and Ethical Conduct – High
• Accuracy and Speed of Execution – High
• Analytical Thinking and Problem Solving – High
• Confidentiality – High

2. Technical / Professional Skills

• Compliance Monitoring & Reporting – High
• Knowledge of Legal and Regulatory Frameworks – High
• Technical Writing and Presentation Skills – High
• Excellent Language Skills (English & Arabic) – High
• Proficiency in Computer Applications and Office Software – High

3. Academic Qualifications

• Bachelor’s degree in Business Administration, Law, International Relations, or an equivalent field.
• Master’s degree is considered an advantage.

4. Professional Certifications (Preferred)

• Microsoft Office Specialist
• Certified Office Management Professional
• Certified Administrative Professional
• Or other equivalent certifications.

5. Experience

• Minimum of 1–2 years of relevant experience in a similar role.