PERSONAL ASSISTANT

Capital Motion UAE

Position Summary

To provide comprehensive administrative, logistical, and personal support to the CEO of Capital Motion, ensuring efficient coordination of both professional and personal affairs, including matters related to the CEO s family, travel, and household staff.

Responsibilities

• Manage the CEO s calendar, appointments, and travel arrangements.
• Coordinate internal and external meetings, including agenda preparation and follow-ups.
• Draft and manage correspondence, reports, presentations, and confidential documents.
• Liaise with senior management, clients, and external stakeholders on behalf of the CEO.
• Maintain and organize digital and physical filing systems.
• Handle visa applications, renewals, and cancellations for the CEO and family members.
• Coordinate with PROs and government entities for family-related documentation and legal requirements.
• Arrange family travel, accommodation, and appointments.
• Assist with personal errands, bookings, and event planning for the CEO and family.
• Maintain records of family documents (passports, IDs, insurance, etc.) and ensure timely renewals.
• Manage schedules and assignments of the CEO s drivers.
• Monitor vehicle maintenance, registration, and insurance renewals.
• Address any queries or issues raised by drivers or household staff.
• Ensure smooth coordination between the CEO s residence and office logistics.
• Track and reconcile personal and business expenses as required.
• Coordinate purchases and deliveries for personal or office use.
• Assist with invoice processing and petty cash management related to personal matters.
• Support in organizing private functions, dinners, or corporate events hosted by the CEO.
• Act as a point of contact for urgent matters during off-hours when necessary.
• Perform any other tasks assigned by the CEO to support both business and personal needs.

Qualifications Skills

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• High level of discretion and integrity.
• Proficiency in Microsoft Office Suite and scheduling tools.
• Familiarity with UAE visa processes and government portals.
• Ability to work flexible hours and manage time-sensitive tasks.

Other

Performs other related tasks as assigned by management.

Complies with Capital Motion policies and procedures.