Job Description
KEY ACCOUNTABILITIES
1- Office Management Manage the COO’s schedule, appointments, and meetings, ensuring effective time utilization and timely reminders Prioritize and coordinate incoming requests, emails, and messages, responding on the COO’s behalf when necessary Assist with document preparation, presentation creation, and other administrative tasks as required Prepare reports, conduct research, gather information, and create briefs on various topics to support the COO’s decision-making process Create agenda for the committee members for the management meeting Take minutes of meeting for weekly management meeting. Report weekly management minutes to all the managers, and ensure closure of minutes through stakeholder engagement Translate required documents and interpret spoken conversations if needed Assist in documentation, archiving works and filing. Reserve flight tickets and hotels. Conduct all kinds of correspondence and business writings Contact (send and receive official correspondence) with external authorities Prepare and send weekly KPI report.
2- Communication and Liaison
Act as a liaison between the COO P&T and internal departments, external partners, clients, and other stakeholders Cultivate positive working relationships with individuals at all levels, representing the COO P&T in a professional and courteous manner
3- Event Coordination
Assist in organizing and coordinating meetings, conferences, and events, including logistics, scheduling, and material preparation. Support in hosting guests and clients, ensuring their comfort and needs are met during visits
4- Project Management:
Assist the COO P&T in managing business projects, including tracking deadlines, deliverables, and progress. Engage in project to collaborate teams in delivering results Coordinate with project teams to ensure the COO P&T is updated on project statuses and key issues.
5- Executive Support:
Track, manage, and report on all expenses around the executive budget Attend executive meetings and deliver progress reports to COO P&T and senior management team. Assess inquiries directed to the Country Manager, determine the proper course of action, and delegate to the appropriate individual to manage. Plan office layout develops and controls office budget, and initiates cost reduction programs. Assist with special projects and ad-hoc tasks as needed, demonstrating a proactive and flexible.
QUALIFICATIONS, EXPERIENCE AND SKILLS
Qualification & Experience: Bachelor’s degree, prefer: Business or related field Prefer MBA and PMP Certificates Proven experience as an Executive Personal Assistant or similar administrative role, preferably in the port and terminal industry. Desirable to have experience in consulting
Skills and Abilities:
Excellent written and verbal communication skills in English and Arabic Exceptional organizational and time management skills with the ability to prioritize multiple tasks and meet deadlines in a fast-paced environment. Excellent organizational and time-management skills. Strong written and verbal communication abilities. Proficiency in office software (e.g., MS Office Suite). Ability to multitask and prioritize tasks effectively. High level of discretion and professionalism. Familiarity with the port and terminal industry is a plus. Keen attention to detail and accuracy Ability to anticipate needs and take initiative Comfortable working in a fast-paced and dynamic environment. Collaborative and able to work well with others
DP World is committed to the principles of Equal Employment Opportunity (EEO). We strongly believe that employing a diverse workforce is central to our success and we make recruiting decisions based on your experience and skills. We welcome applications from all members of society irrespective of age, gender, disability, race, religion or belief.
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