Private Family Office: Personal Executive Assistant to the Managing Director

Company Description

Job Description

As the Personal Executive Assistant, you will provide high-level, confidential support solely to the Managing Director (MD), proactively managing both professional and personal priorities. This role requires absolute discretion, exceptional organizational prowess, and the ability to operate calmly and decisively in fast-paced, high-pressure situations. You will be the MD’s trusted advisor and right hand, ensuring maximum efficiency, seamless life and office management, and prioritization of critical matters.

Corporate & Personal Executive Support (Solely for MD)

• Calendar & Schedule Management: Oversee and optimize the MD’s corporate and personal calendars; coordinate meetings, appointments, and events, ensuring strategic prioritization and minimal conflicts.

• Meeting Coordination & Documentation: Prepare agendas, briefing notes, and relevant collateral for all meetings; record and follow-up on action items as needed.

• Communication Management: Serve as the primary point of contact for all communications on behalf of the MD (calls, emails, correspondence), acting with authority and professionalism.

• Travel & Logistics: Plan intricate, multi-stop domestic and international travel itineraries; handle all logistics to ensure smooth, efficient travel experiences.

• Document & Records Management: Organize, maintain, and secure confidential digital and physical files, in compliance with regulatory and privacy requirements.

• Financial & Expense Management: Manage personal and office-related payments, track expenditures, process reimbursements, assist in financial reporting, and monitor asset performance as requested.

• Vendor and Partner Liaison: Interface with external service providers, advisors, and stakeholders, ensuring timely and effective follow-up.

• Family & Household Coordination: Liaise with domestic staff, schedule appointments, and organize personal and family events as directed.

• Event Planning: Plan and execute corporate and personal events, managing logistics end-to-end.

• Health & Wellness Coordination: Schedule and manage healthcare, wellness, and personal care appointments for the MD.

Strategic & Operational Support

• Information Flow Management: Ensure seamless communication flow and alignment across the MD’s professional and personal domains.

• Crisis & Stress Management: Act as the first point of contact in urgent matters, demonstrating composure and sound judgement under pressure, and providing proactive solutions.

• Process Optimization: Identify, recommend, and implement tools and best practices to enhance workflow, automation, and productivity.

Job Qualifications

Experience

• Minimum 7–10 years of experience as an Executive Assistant or Personal Assistant supporting C-level executives within demanding, high-stress, international business environments.

• Proven ability to manage both corporate and highly confidential personal matters with unfailing discretion.

Education

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.

• Relevant certifications in executive assistance, project management (e.g. CAP, PMP), or office management are advantageous.

Key Skills

• Organization: Masterful at managing complex, ever-shifting priorities and multi-tasking with surgical precision.

• Communication: Exceptional written and verbal English; Arabic proficiency is a strong plus.

• Discretion: Unwavering confidentiality regarding all personal and professional matters.

• Tech-Savviness: Advanced user of Microsoft Office Suite, Google Workspace, travel and expense platforms.

• Problem-Solving: Resourceful, results-oriented, and able to independently resolve challenges swiftly.

• Stress Management: Composed and effective in high-pressure and crisis situations.

• Interpersonal: Impeccable professionalism, integrity, and ability to build strong relationships with a broad spectrum of stakeholders.

Personal Attributes

• High integrity, ethical conduct, and a strong sense of responsibility.

• Adaptability, innovation, and relentless pursuit of continuous improvement.

• Proactive mindset, with the ability to anticipate needs and deliver excellence autonomously.

• Collaborative spirit, matched with the discipline to operate independently.