The Personal Assistant (“PA”) role is one to further enhance the CEO’s capability to expand, develop and manage the business efficiently and effectively. The CEO’s PA from the onset must gain extensive knowledge of the company, the CEO, other key persons and all CTG’s facets (both internal, external and inter-company) and have a fundamental understanding of the company’s aims and objectives. Complete discretion and confidentiality must be maintained at all times by the PA and an understanding that this role emulates who and what the CEO is and how she is perceived within and without the group of companies. The CEO’s PA may at times be required to act on behalf of the CEO (frequently being the first point of contact with clients, internal staff and other business contacts). The CEO’s PA will be privy and have access to all the company’s confidential matters such as company set up, shareholding, staff/management compensation packages and disciplinary items, legal & financial affairs, mergers, acquisitions and many other matters.

Job Description
Herein underlies some general work activities the PA to the CEO is likely to get involved in however the pa understands that any task the CEO requests must be administered managed and completed within the time line required and to exemplary standards.
Specific responsibilities as the CEO’s PA will include but not be limited to:
General Administrative duties:
Screening telephone calls, enquiries and requests, and handling them when appropriate (external office phone line is managed by the CFAA) and welcoming the CEO’s guests;
Liaising with clients, suppliers, advisors, shareholders, intercompany directors and other staff;
Organising and maintaining the CEO’s diary and making appointments, and available time for CD(s), FC, ROM staff on a daily/weekly basis to discuss issues, problems, BD, operations and other matters (ensuring all internal staff provide daily feedback and sitreps to the CEO);
Word processing, dealing with correspondence, writing emails/letters and corporate documentations/SOP’s/policies (further information on such detailed herein), taking dictation, typing minutes and meeting reports;
Organising and attending meetings, and arranging business trips (including flights and accommodations), ensuring the CEO is well-prepared for meetings/business trips, preparing meeting agendas;
Dealing with the CEO’s incoming email, faxes and post delegating work to managers as relevant to each staff members TOR;
Designing and producing documents, briefing papers, reports and presentations;
Organisation of corporate & company entertainment, management meetings and events;
Devising and maintaining office systems, including data management, filing, etc;
Oversee office procurement and overhead spending as per budget;
Dealing with CEO’s personal matters including holidays, flights, banking, family, housing and other private matters;
Processing CEO’s business expenses and other administrative items.
Business Administrative duties:
Carry out specific projects, research and administration as required by the CEO;
Create and manage general business admin policies (including absence procedures, IT policy, etc) as requested by CEO;
Ensure (on behalf of the CEO) that a timely payroll shall be run (cash in the right company bank account, payroll computations processed by FC);
Compile Monthly Executive Report for the Group CEO’s, CFO and Chairman; and quarterly/annual/other reports for the Board of Directors;
Research relating to governance, legal, accounting and tax implications where required by the CEO and in liaison with the FC;
Manage company insurance policies (with CFO, ROM and suppliers);
Company Secretarial matters:
Manage business registration licence renewal, notifying the CEO of renewal dates prior to the event to ensure business compliance with local laws (current registrations in Dubai, BVI, Nepal and Afghanistan);
Liaison with licensing authority(s) management, PRO’s/local facilitators, Chairman’s PA for shareholders information, etc;
Management of all documentation collation for renewal, alteration to establishment, and new licences, including compiling presentation reports, company bio, Shareholding and Board of Directors information, and other strategic information dependent upon countries licensing authority requirements.
Any other administrative requirement to ensure complete business registration and legal compliance in all countries of operation/service as requested by the CEO (working in liaison with the FC/CFO and other internal operations/country managers).
Business Development Assistance:
Do an initial review of all suggested proposals submitted by CD, ROM, PM’s to confirm if it is in the business’s interest, highlighting any items for the CEO’s immediate attention with respect to information gathering from external parties;
Copy Edit/Proof Read all proposals prior to submission to ensure are maintaining the company’s and CEO’s high presentation standards;
Collate all current marketing/past performance extracts and statements for proposals for submission to proposal master (CD/ROM/PM) upon requirement for each proposal submission;
Conduct research on items/companies/competitors/etc as requested by the CEO.
At least 6 years progressively responsible experience in a secretarial role of which 3 years as a PA preferably to a senior manager;

Excellent written and oral communication skills in English
Excellent word processing and IT skills, including a range of software packages and comprehensive capabilities in Microsoft Office (Word, Excel, Power Point and Outlook Express) and Windows 7.0 Operating System;
Typing speed of 50 wpm and audio typing proficiency;
Honesty and reliability;
Exceptional presentation skills;
The ability to work at his/her own initiative and to tight deadlines;
Flexibility and adaptability to juggle between a range of tasks and work extra hours to meet deadlines;
An understanding of confidentiality issues and the use of discretion;
Strong administrative and personal assistant skills with an ability to work well in a fast paced environment, an effective planner with proven time management skills is necessary; attention to detail, personal commitment, efficiency, flexibility with great team liaison skills;
Experience working in the MENA region preferred;
A solid knowledge of business management items from company secretarial, business registration, finance (budgets and management accounting), proposals, reports, record management and client liaison is highly desirable;
Applicants should apply online.