Personal Assistant to the CEO
Vacancy description

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 ASTARTA 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:


  • Screening telephone calls, enquiries and requests, and handling them when appropriate and welcoming the CEO’s guests
  • Liaising with clients, suppliers, advisors, shareholders, intercompany directors and other staff
  • Organizing and maintaining the CEO’s diary and making appointments, and available time for on a daily/weekly basis to discuss issues, problems, operations and other matters (ensuring all internal staff provide daily feedback and sit reps to the CEO)
  • Word processing, dealing with correspondence, writing emails/letters and company documentations/SOP’s/policies (further information on such detailed herein), taking dictation, typing minutes and meeting reports
  • Organizing 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
  • Designing and producing documents, briefing papers, reports and presentations
  • Organization of company entertainment, management meetings and events
  • Devising and maintaining office systems, including data management, filing, etc
  • Overseeing office management ensuring the CEO’s high standards are maintained
  • 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
  • Carry out specific projects, research and administration as required by the CEO
  • Present and maintain final financial documentation, management accounts, budget and other special financial reports as may be required by the CEO from time to time
  • Ensuring CEO sign off of financial presentations and management accounts prior to submission to the Board of Directors
  • Oversee ASTARTA’s IT set up and manage work of the IT and the CEO’s objectives for IT (ensuring that all is done)
  • Create and manage general business admin policies as requested by CEO
  • Ensure (on behalf of the CEO) that a timely payroll shall be run
  • Compile Monthly Executive Report for the CEO’s, 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 CFO
  • Manage company insurance policies
  • Assist with the establishment of the Company’s ISO accreditations, or other accreditation bodies as the CEO deems appropriate for the company to join
  • Manage business registration license renewal, notifying the CEO of renewal dates prior to the event to ensure business compliance with local laws
  • Liaison with licensing authority(s) management, PRO’s/local facilitators, etc
  • Management of all documentation collation for renewal, alteration to establishment, and new licenses, including compiling presentation reports, company bio, Shareholding and Board of Directors information, and other strategic information licensing authority requirements
  • Any other administrative requirement to ensure complete business registration and legal compliance in all operation/service as requested by the CEO (working in liaison with the CFO and other internal operations/managers)
  • Do an initial review of all suggested proposals submitted by HOD’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
  • Assist the CEO in developing proposals and in reviewing, negotiating and finalizing and other third/external party requirements to submit the company’s best chance of winning proposal; Copy Edit/Proof Read all proposals prior to submission to ensure are maintaining the company’s and CEO’s high presentation standards
  • 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
  • Female Candidates only
  • Excellent written and oral communication skills in English and Russian (other language skills are a benefit)
  • 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
  • Wide Experience working in UAE
  • 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
  • With UAE Driving License
  • Preferably Female