Personal Assistant to Managing Director - 1 Year Contract

About the Role and Employer

Transguard Workforce Solutions is a leading HR services provider in the UAE with over ten years of expertise, delivering customized workforce management solutions. They are currently seeking a Personal Assistant (PA) on a one-year contract to support the Managing Director (MD) of a prestigious client based in Dubai.

Key Responsibilities

• Oversee and manage the Managing Director’s daily workflow, adhering to their work habits and preferences.
• Maintain and coordinate the MD's meeting schedule.
• Arrange travel plans, ensuring all related requirements are handled smoothly.
• Organize events and conferences under the MD’s direction.
• Prepare and process expense claims for the MD.
• Handle correspondence by responding or directing emails on behalf of the MD when necessary.
• Filter incoming information, queries, phone calls, and invitations, redirecting appropriately.
• Ensure the MD is well-prepared and briefed for all engagements and appointments.
• Draft correspondence and preliminary PowerPoint presentations for the MD.
• Offer assistance in identifying residence or accommodation options and arrange viewings for a new MD.
• Provide internal briefings and gather required information for the MD.
• Prepare handover documentation between retiring and incoming MDs.
• Conduct research and manage various ad hoc projects as assigned.
• Coordinate VIP events for the company alongside the Marketing Department upon the MD’s request.
• Support the HQ and affiliates in organizing UAE events; manage logistics for VIP visitors including accommodation, transport, and catering.
• Maintain and update records on Personnel on Board (POB) and business leaves.
• Collaborate with HR on leave management, events, and travel arrangements.
• Assist Procurement & Purchase departments by negotiating supplier agreements, especially hotel contracts for events.
• Liaise with the French Consulate regarding event coordination and visa matters.

Additional PA Role for MD of TEP Yemen

• Draft official letters to French consulates worldwide.
• Coordinate communications with the Paris Head Office and related offices in Yemen and Abu Dhabi.
• Keep the MD's driver informed about daily schedules.
• Manage organization of small-scale local and international events.
• Prepare expense claims for the MD and facilitate necessary approvals.
• Oversee the MD's Personnel on Board (POB) tracking system.
• Handle the MD’s correspondence tracking and calendar management.
• Manage the MD’s travel arrangements and visa processing.
• Arrange renewal procedures for the MD’s personal vehicle.

Required Skills and Experience

• Strong computer proficiency with advanced skills in Microsoft Office suite; ability to manage multiple tasks simultaneously.
• Exceptional interpersonal skills, high emotional intelligence, and strong work ethics.
• Minimum of 6 to 8 years’ experience in a similar PA role.
• Fluent communication skills in both English and French.
• Educational qualification: Degree holder in a relevant discipline.