Personal Assistant

Role Overview

Personal Assistant at White Spot Facilities Management. The role provides executive support through calendar management, travel coordination, correspondence handling, and confidential administrative tasks.

Role Purpose

To enable the executive to focus on core responsibilities by managing their calendar, communications, travel, documentation, and personal arrangements with complete discretion and professionalism.

Key Responsibilities

Calendar & Schedule Management

• Manage the executive's calendar, meetings, appointments and daily schedule.
• Track important tasks, deadlines and commitments and ensure timely follow-up.

Travel & Logistics

• Coordinate travel arrangements, hotel bookings, itineraries and transportation.

Communications & Correspondence

• Handle emails, correspondence, calls and follow-ups professionally.

Documentation & Reporting

• Prepare documents, reports, presentations and meeting notes as required.

Stakeholder Coordination

• Coordinate with internal departments, external parties and service providers.

General Support

• Assist with personal arrangements and ad-hoc requirements when needed.

Confidentiality & Professionalism

• Maintain confidential personal and business records.
• Ensure a high level of confidentiality, discretion and professionalism at all times.

Qualifications & Experience

• Previous experience as a Personal Assistant or Executive Assistant preferred.
• UAE experience and a valid UAE driving licence would be an advantage.

Skills & Competencies

• Excellent English communication and interpersonal skills.
• Strong organizational and time-management skills.
• Proficient in MS Office – Outlook, Word, Excel and PowerPoint.
• Ability to multitask and work under pressure.
• Highly professional, presentable and detail-oriented.
• Flexible and able to handle both business and personal matters.