Private Family Office: Personal Executive Assistant to Managing Director

Company Description

We are a private, institutional family office with a long-term commitment to preserving and compounding capital across generations. Our activities focus on building a robust global investment portfolio, fostering strategic partnerships, and supporting a multigenerational legacy aligned with the Kingdom of Saudi Arabia’s development goals.

As the Personal Executive Assistant, you will provide high-level, confidential support solely to the Managing Director (MD), proactively managing both professional and personal priorities. This role requires absolute discretion, exceptional organizational prowess, and the ability to operate calmly and decisively in fast-paced, high-pressure situations. You will be the MD’s trusted advisor and right hand, ensuring maximum efficiency, seamless life and office management, and prioritization of critical matters.

• Calendar & Schedule Management: Oversee and optimize the MD’s corporate and personal calendars; coordinate meetings, appointments, and events, ensuring strategic prioritization and minimal conflicts.

• Meeting Coordination & Documentation: Prepare agendas, briefing notes, and relevant collateral for all meetings; record and follow-up on action items as needed.

• Communication Management: Serve as the primary point of contact for all communications on behalf of the MD (calls, emails, correspondence), acting with authority and professionalism.

• Travel & Logistics: Plan intricate, multi-stop domestic and international travel itineraries; handle all logistics to ensure smooth, efficient travel experiences.

• Document & Records Management: Organize, maintain, and secure confidential digital and physical files, in compliance with regulatory and privacy requirements.

• Financial & Expense Management: Manage personal and office-related payments, track expenditures, process reimbursements, assist in financial reporting, and monitor asset performance as requested.

• Vendor and Partner Liaison: Interface with external service providers, advisors, and stakeholders, ensuring timely and effective follow-up.

• Family & Household Coordination: Liaise with domestic staff, schedule appointments, and organize personal and family events as directed.

• Event Planning: Plan and execute corporate and personal events, managing logistics end-to-end.

• Health & Wellness Coordination: Schedule and manage healthcare, wellness, and personal care appointments for the MD.

• Information Flow Management: Ensure seamless communication flow and alignment across the MD’s professional and personal domains.

• Crisis & Stress Management: Act as the first point of contact in urgent matters, demonstrating composure and sound judgement under pressure, and providing proactive solutions.

• Process Optimization: Identify, recommend, and implement tools and best practices to enhance workflow, automation, and productivity.

• Minimum 7–10 years of experience as an Executive Assistant or Personal Assistant supporting C-level executives within demanding, high-stress, international business environments.

• Proven ability to manage both corporate and highly confidential personal matters with unfailing discretion
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• Bachelor’s degree in Business Administration, Communications, or a related field preferred
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• Relevant certifications in executive assistance, project management (e.g. CAP, PMP), or office management are advantageous.

• Organization: Masterful at managing complex, ever-shifting priorities and multi-tasking with surgical precision.

• Communication: Exceptional written and verbal English
  ; Arabic proficiency is a strong plus.

• Discretion: Unwavering confidentiality regarding all personal and professional matters.

• Tech-Savviness: Advanced user of Microsoft Office Suite, Google Workspace, travel and expense platforms.

• Problem-Solving: Resourceful, results-oriented, and able to independently resolve challenges swiftly.

• Stress Management: Composed and effective in high-pressure and crisis situations.

• Interpersonal: Impeccable professionalism, integrity, and ability to build strong relationships…