Personal Assistant at KALTANI

Job Overview

• The Personal Assistant (PA) to the CEO will provide high-level administrative support to the CEO, managing her day-to-day activities and ensuring her personal and professional life is organized and runs smoothly.
• The PA will handle a broad range of duties including scheduling, correspondence, and coordinating personal tasks, as well as serving as the primary point of contact for internal and external stakeholders.

Key Responsibilities
Diary & Schedule Management:

• Organize and maintain the CEO’s calendar, ensuring appointments, meetings, and events are efficiently scheduled and managed.
• Coordinate both personal and business-related engagements, ensuring no overlaps or conflicts.

Travel Arrangements:

• Arrange domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
• Handle any changes in travel plans swiftly and efficiently.

Communication & Correspondence:

• Screen and respond to emails, phone calls, and messages on behalf of the CEO.
• Draft, proofread, and send correspondence as required.
• Serve as the primary point of contact for stakeholders seeking to interact with the CEO.

Meeting Preparation & Coordination:

• Prepare briefing materials and agendas for meetings and events.
• Attend meetings with or on behalf of the CEO when required, taking minutes and ensuring follow-up on action items.

Administrative Support:

• Manage filing systems, record keeping, and general office management tasks.
• Handle sensitive information with discretion and confidentiality.

Task & Project Management:

• Assist in planning and managing personal and business projects, ensuring timely completion.
• Track deadlines and commitments, following up on deliverables.

Personal Errands & Lifestyle Management:

• Assist with personal errands, from shopping to appointments and other personal engagements.
• Maintain a high level of awareness regarding the CEO’s personal preferences and requirements.

Skills and Qualifications

• Education: A Bachelor's Degree in Business Administration, Communications, or a related field is preferred.
• Experience: 3+ years of experience as a Personal Assistant, Executive Assistant, or in a similar role supporting senior executives or business owners.
• Tech-Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Familiarity with scheduling tools, project management software, and cloud-based tools.
• Organizational Skills: Strong ability to prioritize, multitask, and manage time efficiently. Excellent attention to detail.
• Communication Skills: Exceptional written and verbal communication skills. Must be able to draft, edit, and communicate professionally on behalf of the CEO.
• Problem-Solving Abilities: Ability to anticipate the CEO’s needs, think critically, and solve problems independently.
• Discretion and Confidentiality: Must maintain the utmost discretion, dealing with sensitive and confidential information appropriately.
• Adaptability: Comfortable working in a fast-paced environment and able to adapt to the evolving needs of the CEO.
• Interpersonal Skills: Polished, professional demeanor with excellent interpersonal and relationship-building skills.
• Flexibility: Willingness to work outside of regular business hours and accommodate the CEO’s schedule as needed.

Desirable Traits:

• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Proactive and takes initiative in identifying areas where support is needed.
• Positive attitude and ability to maintain calm under pressure.