Kindly send all applications to hr.me@arenamea.com with the subject title “AR065_Personal Assistant/ Travel Coordinator”

Position Description

Job Title: Personal Assistant / Travel Coordinator
Reporting Into: CEO-MEA
Direct Reports: As assigned 
Location: Dubai, UAE

Job Objective:

The Personal Assistant will provide high-level administrative support to the MEA CEO and coordinate all travel bookings related to the company's travel requirements. 

Key Responsibilities:

General PA responsibilities

• Provides high-level administrative support and assistance to the CEO. 
• Act as the point of contact for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
• Performs clerical and administrative tasks including drafting letters, memos, presentations, reports, and other documents. 
• Schedules and attends meetings on behalf of the CEO, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff. 
• Partner with various departments, ensuring communication flow, and adherence to office policies as required by the business. 
• Coordinate with facilities management to ensure maintenance and upkeep of the office and workspace. 
• Collaborate with the QHSE department ensuring the safety requirements are maintained for office premises. 
• Arranging staff parties and work functions. 
• Performs other related duties as assigned.

Travel Coordination Requirements:

• Support operations and office-based staff by coordinating all travel bookings. 
• Serve as a general resource and point of contact for travel-related issues and concerns.
• Research, negotiate, and secure company rates with airlines, hotels, and travel agencies. 
• Act to ensure safe and efficient travel in accordance with the company's policy and guidelines. 
• Receive and respond promptly to incoming travel requests on behalf of the company. 
• Work in conjunction with Accounts to ensure accurate, complete, and timely processing of travel requests and travel expense reports. 
• Liaise with HR for any document requirements for visa applications. 

Required Skills:

• Excellent verbal and written communication and organizational skills, and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment. 
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. 
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Ability to handle confidential information in a professional manner. 

Education and Experience:

• High school diploma required, Bachelor's degree in Business Administration or related field preferred. 
• At least four years of experience in an administrative role or two years as a PA/Travel Coordinator.