personal assistant - Female Gibraltar Technologies LLC

We are seeking a highly organized and proactive Personal Assistant to manage executive calendars, coordinate meetings, and ensure smooth day-to-day operations. The ideal candidate will have strong communication skills, attention to detail, and experience working in fast-paced environments within the UAE.

Key Responsibilities

1. Calendar & Scheduling Manage and optimize daily, weekly, and monthly executive calendars. Schedule internal and external meetings across multiple time zones (UAE, GCC, global). Coordinate travel time, preparation time, and follow-up buffers. Prioritize appointments based on urgency and business importance.

2. Meeting Coordination Arrange meeting venues (in-person, virtual, hybrid). Book conference rooms, Zoom/Teams links, and presentation equipment. Prepare and distribute meeting agendas, documents, and briefing notes. Record and circulate meeting minutes when required.

3. Communication & Liaison Act as the primary point of contact between executives and internal/external stakeholders. Screen phone calls, emails, and meeting requests. Follow up on pending tasks and actions with relevant departments.

4. Travel & Logistics (UAE & international) Coordinate travel itineraries, flight bookings, hotel reservations, and transportation. Ensure all travel documents (visas, permits) are prepared in accordance with UAE regulations.

5. Administration & Support Prepare reports, presentations, and correspondence. Handle confidential information with discretion. Manage expense reports, petty cash, and procurement of office supplies. Assist with event planning and corporate engagements.

Qualifications & Skills Experience

5 years of experience as a Personal Assistant, Executive Assistant, or Administrative Coordinator. Prior experience in the UAE or GCC is preferred. Education Diploma or Bachelor’s degree preferred (Business Administration or related field). Skills Excellent English communication (Arabic an advantage). Strong proficiency in MS Office, Google Workspace, and scheduling tools. High organizational ability and attention to detail. Ability to multitask and manage pressure. Professional demeanor, confidentiality, and customer-service orientation.