Private PA - based in Dubai / Sharjah

Our client is one of the largest oil and gas companies in the Middle East.  They are looking for an Executive Assistant to support the CEO.  Based in Sharjah, which is commutable from Dubai, you would be based in corporate offices, supporting the CEO with his private / personal arrangements.  You would be working alongside his business PA and other PAs within the Chairman's office.  

You will provide personal support to the CEO to ensure the smooth running of all family and household affairs, including managing properties and operations to the highest quality, personal administrative support, event management, travel arrangements and taking ownership for all private requests to support the CEO.  You will be looking after his travel, private yacht, his wife and family's arrangements etc.

Main responsibilities:

Property & Household Management (worldwide)

1. Manages property projects, main point of contact for all household items; including managing suppliers, liaising with interior designers, managing household works/repairs.
2. Liaises with insurance brokers to ensure policies are up to date and provide comprehensive coverage.
3. Manages staff, all HR issues, salary payments, arranging visas, vacations etc.
4. Maintains a rota for household staff and schedule of work needed.
5. Maintains an extensive fine artwork & wine inventory.

Private Assistance/Administrative Responsibilities

1. Manages private appointments for family and friends. Makes private orders and purchases on request as and when required. Manages diary and scheduling appointments accordingly. Manages private birthdays and gift listing including assisting with Christmas gifts. Manages annual custom Christmas card, organise distribution & maintain accurate Christmas list information. Manages Art collection, insurance and all correspondence with shipments, damages etc. Manages all paperwork for auctions and bidding proceedings. Manages wine collections and purchases.

Travel Management

1. Provides private support to the Owner/s on all travel bookings, including family and friends travel arrangements on both commercial airlines and private charters. Sources holiday options for Owner/s and family travel plans. Coordinates visa applications for family and friends.  Builds and maintains working relationships with external travel providers. Be available to travel with family on trips as and when required (not often).

Event Management

1. Provides assistance in planning and executing parties at residences to include sourcing and coordinating caterers, site inspections, logistics, and entertainment. Sources venues, booking restaurants, networking, building and maintaining relationships with external contacts.

Finance Responsibilities

1. Manages payment of household bills & expenses. Achieves cost effective solutions and negotiating reasonable pricing. Manages Private Office Expenses, managing petty cash and staff budgets.

Reporting  and Communication

1. Reports to President on all personal related issues. Maintains and exhibit an excellent working relationship with all corporate staff.

Continuous Development of Position

Conducts research on administrative/clerical best practices. Maintains professional and technical knowledge by attending educational workshops and benchmarking professional standards relating to own work.

Benefits Include:

Lump Sum Relocation allowance of US dollars 10,000 upon joining

Private healthcare

Interview process will be lengthy and will include:

1. An interview in London / psychometric test

2. An interview in Sharjah (funded by the company) - to meet the existing EA

3. An interview with the CEO