Executive Personal Assistant

We are in search of a highly skilled and detail-oriented Executive Personal Assistant to offer sophisticated administrative and organizational support to Dr. Costi. This role demands a proactive approach, exceptional communication skills, and the ability to manage complex tasks efficiently. The ideal candidate will serve as an essential point of contact, streamline operations, and facilitate Dr. Costi's ability to lead effectively.

Responsibilities

·        Strategic Calendar Management: Oversee Dr. Costi’s calendar with a strategic approach, ensuring efficient allocation of time to priorities, including high-level meetings, clinical commitments, and personal obligations.

·        Advanced Travel Coordination: Plan and manage comprehensive travel itineraries, including international and domestic flights, accommodations, and local transportation, ensuring seamless arrangements that accommodate changing schedules and preferences.

·        Meeting and Event Planning: Organize and coordinate meetings, including venue selection, agenda setting, catering, and technology setup. Manage logistics for internal and external events, ensuring they align with Dr. Costi's objectives and standards.

·        Communication Management: Act as a primary point of contact, managing correspondence and communications with internal teams, clients, and external partners. Draft, review, and edit documents and presentations, ensuring clarity, professionalism, and alignment with clinic standards.

·        Project Support and Coordination: Assist with project management, tracking progress, coordinating with stakeholders, and ensuring timely completion of initiatives. Contribute to strategic planning and execution of projects aligned with clinic goals.

·        Confidential Information Handling: Maintain the highest level of discretion and integrity when managing sensitive and confidential information, ensuring privacy and security in all communications and records.

·        Personal Support Services: Manage personal errands and tasks for Dr. Costi, ranging from personal appointments to family-related activities, ensuring a balanced professional and personal life.

Requirements

Education & Experience: 

Bachelor's degree in Business Administration, Communications, or related field, with at least 2-3 years of experience in an executive support role, preferably within a healthcare or beauty industry setting.

Language Proficiency: 

Fluency in English and Arabic is essential. Proficiency in French is highly desirable.

Exceptional Organizational Abilities:

Capability to manage complex schedules, including international travel, business appointments, and coordination of meetings across different time zones.

Proficiency in organizing and maintaining documents and records with precision.

Strong Communication Skills:

Excellent verbal and written communication abilities to liaise effectively with internal teams, external partners, and media outlets.Multilingual skills are a plus, especially proficiency in languages prevalent in the GCC region, to facilitate smoother communication during international ventures.

Attention to Detail:

A keen eye for detail to ensure all aspects of travel, appointments, and coordination tasks are managed flawlessly.

Ability to manage and organize logistics meticulously, ensuring no component is overlooked.

Time Management and Prioritization:

Expertise in managing multiple tasks and projects simultaneously under tight deadlines.

Ability to prioritize tasks effectively according to urgency and importance, adapting to changes swiftly.

Discretion and Confidentiality:

Unquestionable integrity in handling sensitive and confidential information related to both the business and Dr. Costi’s personal affairs.

Respect for privacy and discretion in all communications and dealings.

Problem-Solving Skills:

Ability to anticipate potential issues and develop contingency plans.

Creative and effective problem-solving skills to navigate unexpected challenges, especially in travel arrangements and appointment scheduling.

Technological Proficiency:

Comfortable with digital tools and software for schedule management, document preparation, and communication, including MS Office Suite and CRM platforms.

Familiarity with travel booking and itinerary management tools.

Adaptability and Resilience:

Flexibility to adapt to the evolving needs of Dr. Costi and the businesses, with the resilience to manage stress and pressure gracefully.

Openness to feedback and a continuous improvement mindset.

Interpersonal Skills:

Excellent interpersonal skills to interact diplomatically with people at all levels, from staff to high-level executives and external partners.

Ability to represent Dr. Costi professionally in all interactions.

Cultural Sensitivity:

Awareness and sensitivity to different cultures, especially those within the GCC, to navigate international relations effectively.

Project Management Skills:

Basic project management abilities to oversee and coordinate specific tasks, such as events or collaborative projects between departments.
Capability to manage complex schedules, including international travel, business appointments, and coordination of meetings across different time zones.

Proficiency in organizing and maintaining documents and records with precision.

Benefits