Job Description
Pace has an opportunity for a Personal Assistant to the CEO with a proven track record of high quality administrative support at the executive levels of mid to large size companies. As a member of the Pace Team, you offer full administrative support to the CEO and manage the office environment for CEO’s Office at Pace. This role is responsible for a professional administration of the CEO’s office which requires you to be highly-skilled, quick thinking, exercise discretion and judgment, highly efficient, intensively attentive to detail, extremely organized, disciplined, warm, friendly and collaborative.
Responsibilities include but are not limited to:
- Handle confidential and non-routine information, applying extreme confidentiality and sensitivity in the dissemination of this information
- Manage complex and multiple calendars by utilizing judgment in the allocation of time between meetings and meeting logistics
- Responsible for organising of internal and external meetings on behalf of the CEO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas
- Plan and arrange extensive international and domestic private travel, including preparing trip logistics, agendas, meeting materials, and detailed itineraries including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses
- Monitor and respond to incoming communications to CEO’s office including phone calls, emails and walk-ins, ensuring correct department distribution
- Secretarial support for meetings as and when required by the CEO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments
- Arranging and hosting web based meetings
- Writing and distributing comprehensive minutes and action points to all members post meeting
- Drafting and writing high quality reports and presentations, as required by the CEO
- Attend office activities with CEO
- Locate and retrieve any information requested from authorized users by searching through files and documents
- Liaise with other department staff on office matters as required
Skills
Techno-functional competencies
- Advanced MS Office and 365 skills
- Excellent typing speed
- Experience in web based meeting platforms
- Fluency in English and Arabic
Behavioural Competencies
- Strong with intuition and anticipatory thinking, has ability to foresee problems and prevent them
- Strong communicator who understands active listening and produces well thought-out, professional correspondence with written communication
- Resourceful, adaptable, and self-motivated
- Exhibits sound judgment and the ability to make decisions in the absence of direction
- Ability to prioritize and adapt quickly in a fluid work environment
- Strong attention to detail
- Strong ability/desire to learn and accept new challenges
- Ability to handle business and personal assistance for the executive simultaneously
- Result-oriented
- Interpersonal effectiveness
Job Details
- Job Location
- Al Kuwait, Kuwait
- Company Industry
- General Engineering Consultancy
- Company Type
- Employer (Private Sector)
- Job Role
- Management
- Employment Type
- Full Time Employee
- Monthly Salary Range
- Unspecified
- Number of Vacancies
- 1
Preferred Candidate
- Career Level
- Mid Career
- Years of Experience
- Min: 5
- Residence Location
- Kuwait
- Degree
- Bachelor’s degree / higher diploma
