Operations Personal Assistant specialist

Job Title Operations Personal Assistant specialist
Sector Operations
Report To Senior Chief Operation Officer
Main Job Purpose:
The primary objective of this role is to provide high-level administrative and organizational support to the
Chief Operations Officer (COO), ensuring efficient management of schedules, meetings, and travel
arrangements. The role involves preparing reports and presentations, coordinating communication
between internal departments, tracking action items, and handling confidential information with discretion
to maintain smooth operations and support strategic objectives.
Duties & Responsibilities:
1. Manage the COO’s calendar, schedule meetings, and coordinate travel arrangements to optimize
time management.
2. Prepare, organize, and maintain reports, presentations, and documentation for internal and
external meetings .
3. Handle administrative duties for the Operations Division, including meeting coordination, minutes
of meetings (MoMs), document filing, and logistical support to ensure smooth operations.
4. Act as a liaison between the COO and internal departments to ensure effective communication and
timely information flow.
5. Track action items from meetings and ensure timely follow-up and completion of assigned tasks.
6. Handle confidential and sensitive information with the highest level of discretion and
professionalism .
7. Coordinate logistics for meetings, including venue booking, agenda preparation, and distribution of
materials .
8. Maintain organized filing systems for easy retrieval of operational documents .
9. Support the COO in preparing strategic reports and performance summaries for senior
management .
10. Monitor deadlines and deliverables, proactively reminding stakeholders to ensure timely
completion .
11. Collaborate with other executive assistants and administrative staff to streamline processes and
share best practices.
12. Provide support for special projects and initiatives assigned by the COO, ensuring timely execution
and reporting.
Behavioral Competencies:
1. Communication: Ability to convey information clearly and professionally in verbal and written formats.
2. Collaboration: Works effectively with cross-functional teams to ensure smooth workflow.
3. Attention to Detail: Maintains accuracy in scheduling, documentation, and reporting.
4. Proactivity: Anticipates needs and takes initiative to resolve challenges before they escalate.
5. Confidentiality: Handles sensitive information with discretion and integrity.
6. Result orientation: Completes tasks efficiently and meets deadlines consistently.
Technical Competencies:
1. Data Analysis & Reporting: Ability to collect, analyze, and interpret operational data and KPIs using tools
like Excel, Power BI, or similar platforms to generate performance reports and dashboards.
2. Administrative Operations: Competence in handling administrative tasks such as calendar management,
meeting coordination, minute-taking, and document filing using standard office software (e.g., MS Office
Suite).
3. Minutes of Meeting (MoM) Documentation: Ability to accurately capture, format, and distribute meeting
minutes, ensuring clarity and follow-up on action items.
4. Workflow & Task Management Tools: Familiarity with platforms like Trello, Asana, or Microsoft Planner
to track tasks, deadlines, and team collaboration.
5. Calendar & Meeting Management: Skilled in using tools like Microsoft Outlook, Teams, or Google Calendar
for scheduling and coordination.
6. Document Preparation: Proficient in MS Office Suite (Word, Excel, PowerPoint) for creating reports and
presentations.
7. Data Handling: Ability to manage and organize operational data securely and accurately.
Qualifications:
Education Bachelor’s degree in business administration, Operations Management, or related field.
Experience
• 2-3 years of experience in administrative support roles.
• Proven experience in data reporting, issue tracking, and stakeholder coordination.
Language Fluency in English Language and Arabic (Written & Spoken).