Personal Assistant to Director

The Personal Assistant to Director at Faisal Movers plays a vital role in providing comprehensive administrative, coordination, and communication support to the Company Director. This position is responsible for efficiently managing the Directors daily agenda including appointments, meetings, and reminders, ensuring seamless operation of their schedule. The role demands handling confidential information with discretion, maintaining organized records, and facilitating communication across departments and external parties. The ideal candidate must exhibit strong organizational and interpersonal skills to support daily activities, correspondence, and other assigned tasks, all while upholding the highest standards of professionalism. This role requires close collaboration with various internal departments, including HR, Accounts, Operations, and Administration, to coordinate activities that impact the Directors responsibilities. The Personal Assistant also manages important logistics such as travel arrangements and visitor coordination. The position does not involve managing a team but requires the ability to handle sensitive matters, prepare detailed reports and communications, and ensure timely follow-up on the Directors instructions. Candidates must have at least three years of relevant experience to effectively fulfill these duties and contribute to the smooth functioning of Faisal Movers executive operations.
Responsibilities

Manage the Directors daily calendar, schedule appointments, meetings, and send reminders to ensure optimal time management.
Coordinate and arrange meetings with internal departments and external stakeholders, ensuring appropriate preparation and follow-up.
Prepare detailed meeting agendas, minutes, reports, presentations, and official correspondence accurately and on time.
Handle incoming phone calls, emails, messages, and communications on behalf of the Director with professionalism and promptness.
Maintain confidentiality of sensitive documents, records, and information, storing them securely in physical and electronic filing systems.
Follow up with department heads and staff on tasks assigned by the Director to guarantee timely completion and updates.
Compile daily, weekly, and monthly updates and reports as requested by the Director to support informed decision-making.
Collaborate with HR, Accounts, Operations, Administration, and other departments to coordinate activities that support the Directors objectives.
Arrange travel plans including transportation, accommodation, and other logistic requirements efficiently and cost-effectively.
Draft and proofread letters, emails, notices, memos, and other official documents with attention to detail and professionalism.
Receive visitors, manage appointment scheduling, and ensure a smooth and professional meeting environment.
Handle confidential and sensitive matters discreetly, demonstrating high levels of trustworthiness and integrity.
Maintain an organized filing system for all physical and electronic documents for quick retrieval and record-keeping accuracy.
Ensure timely completion and follow-up of all instructions and assignments delegated by the Director.
Perform any other administrative or coordination duties assigned by the Company Director to support the leadership team.