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Executive Personal Assistant

Job description

Position:  Executive Personal Assistant
Location: Erbil
Open to: Locals only
Work-type: Full-time. 

  • Coordinate and manage the executive's calendar, scheduling appointments, meetings, and travel arrangements while ensuring optimal use of their time.
  •  Act as a gatekeeper for the executive, screening and managing phone calls, emails, and other correspondence. Draft and prepare documents, reports, and presentations as needed.
  • Arrange and organize meetings, conferences, and events, including logistics, agendas, and materials preparation. Attend meetings to record minutes and follow up on action items.
  • Facilitate the coordination and logistics for guests visiting the office, ensuring a smooth experience. Arrange accommodations, transportation, and any necessary arrangements. Additionally, assist in coordinating employee events, teambuilding activities, and office celebrations.
  • Assist in the procurement process by liaising with vendors, obtaining quotes, and placing orders for office supplies, equipment, and other procurement needs. Ensure timely delivery and manage inventory levels to meet operational requirements.
  • Coordinate complex travel itineraries, including flights, accommodations, transportation, and visas. Anticipate potential travel issues and provide solutions proactively.
  • Maintain accurate and upto-date records, files, and databases. Conduct research and compile data as required for projects, presentations, or reports.
  • Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
  • Prioritize and manage multiple tasks simultaneously, ensuring deadlines are met and objectives are achieved. Anticipate the executive's needs and proactively address them.
  • Identify challenges and obstacles in the executive's workflow and implement effective solutions. Troubleshoot issues as they arise and escalate complex matters to the appropriate channels.
  • Provide additional administrative support as needed, including expense management, filing, and general office duties. Adapt to changing priorities and work effectively under pressure.

  • Work experience as an Executive Assistant, Personal Assistant, or similar role, preferably supporting senior executives or Clevel management.
  • Native Kurdish & Proficiency in English language at an excellent level.
  • Excellent knowledge of MS Office suite, including Word, Excel, and PowerPoint, with the ability to create and edit documents, spreadsheets, and presentations efficiently.
  • Outstanding organizational and time management skills, with the ability to prioritize tasks effectively in a fastpaced environment.
  • Familiarity with office gadgets and applications, such as e-calendars, project management tools, and copy machines.
  • Excellent verbal and written communication skills, with the ability to interact professionally and effectively with internal and external stakeholders.
  • Discretion and confidentiality in handling sensitive information and matters, demonstrating tact and professionalism in all interactions.