Core Competencies:
- Ethics. Works with integrity; Upholds organizational values
- Dependability. Follows instructions, and responds to management direction; results oriented and committed to achieving objectives and tasks as required
- Teamwork and Collaboration. Exhibits objectivity and openness to other’s views; Gives and welcomes feedback; Contributes to building a positive culture. Communicates effectively
- Professionalism. tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration; Accountable for all actions and decisions
- Organizational Support. Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values
- Quality Management. Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness
- Decision Making. Analyzes each situation, looking for opportunities to make any situation more beneficial for the company. Participates effectively in communication to achieve optimum results
Job Overview:
We are seeking an Executive / Personal Assistant to provide top-level administrative, organizational, legal, financial, and logistical support. In this role, you will ensure the smooth coordination of the principal’s professional and personal engagements while handling highly confidential documents and key corporate initiatives. You will play a crucial role in enabling the principal to focus on strategic priorities by managing day-to-day operations with discretion, efficiency, and professionalism.
Key Responsibilities:
- Serve as the primary administrative point of contact for the Principal/Executive Director.
- Manage and prioritize internal and external communications and correspondence, including forwarding time-sensitive information to relevant parties.
- Handle requests for printing and distribution of confidential documents, reports, and professional resumes.
- Assist with general IT/system administrative tasks, such as coordinating requests for system access or account disablement.
- Manage and process highly confidential personal and corporate legal documentation, including complex contracts and internal corporate governance materials (e.g., board minutes).
- Act as a central liaison for financial institutions and legal counsel regarding the principal’s investments and trusts.
- Manage the submission process for investment subscription documentation.
- Handle sensitive financial documents, including Investor Profiles, Questionnaires, and Subscription Agreements for various funds.
- Address required administrative tasks for investments, such as correcting account names and providing copies of identification documents (e.g., passport) as needed for compliance.
- Handle and distribute sensitive business documents and reports on topics like corporate finance function design and internal business performance.
- Facilitate the recruitment and interview process by scheduling and coordinating virtual (e.g., Zoom) interviews for various company roles.
- Liaise with HR and hiring managers to confirm interview logistics, manage, and distribute candidate resumes for review and feedback.
- Follow up on the status of interviews and hiring decisions as required by the management team.
- Support internal corporate programs, such as consolidating and tabulating internal responses for review by management (e.g., Employee Recognition).
- Assist in documentation management for key projects, including following up on missing components in legal documents or contract appendices.
- Manage and coordinate complex meeting logistics, including generating and sending virtual meeting links for the principal’s professional calls and engagements.
- Forward and manage information related to the principal’s external engagements, such as reminders and pre-reading materials for events.
- Facilitate the collection of necessary program materials (e.g., program outlines, case studies) from external parties.
- Serve as a crucial liaison between the principal and high-profile external parties, including financial institutions, legal counsel, and business associates.
- Follow up with external parties to ensure all necessary documentation is submitted or logistics are confirmed.
- Managing highly confidential personal and family documentation, including flight itineraries and data.
- Visa application liaising with Airlines, travel agents and embassies
Requirements:
- The candidate must have prior professional experience in the United Arab Emirates (UAE), demonstrating familiarity with UAE workplace standards and practices.
- Educational Qualification : Candidate should possess a Business/ Economics/
- Accounting or Law or Hospitality degree.
- Exceptional Discretion: Proven ability to handle extremely confidential and sensitive personal, legal, and financial information with the utmost integrity.
- Administrative Expertise: Substantial providing executive and personal assistant support to a senior executive or high-net-worth individual.
- A detailed knowledge of Google office, mainly mails, google docs and google sheets.
- Detail-Oriented: Strong attention to detail, which is critical for managing complex legal, corporate, and investment documentation accurately.
- Communication Mastery: Exceptional written and verbal communication skills for effective liaison with all levels of staff and sophisticated external parties (e.g., attorneys, investment managers).
- Technical Proficiency: Expert proficiency in calendar management, virtual meeting platforms (e.g., Zoom), spreadsheet software (e.g., Excel), and secure document management systems.
- Proactive and Organized: Strong capacity for proactive problem-solving, anticipating needs, and efficiently managing multiple competing priorities and deadlines.
- Must know how to speak Telugu or one of the nationally recognized languages of India.
