Job Summary:
Write a short paragraph giving a brief description of the overall purpose of the position. The Personal Assistant (PA) to the COO provides high-level administrative and organizational support to ensure the efficient day-to-day operation of the COO’s office. The role requires strong coordination, communication, and time-management skills, with the ability to handle confidential information and interact professionally with internal and external stakeholders. The PA acts as a key point of contact and supports the COO in managing priorities, schedules, and follow-ups. |
Essential Duties & Responsibilities:
List specific tasks and duties required on daily, weekly, monthly basis: Executive Support - Manage the COO’s calendar, appointments, meetings, and travel arrangements.
- Screen, prioritize, and manage correspondence (emails, calls, documents).
- Prepare presentations, reports, agendas, and take accurate meeting minutes.
- Track action items and follow up with stakeholders to ensure timely completion.
Cairo Office Management Responsibilities - Oversee the day-to-day administrative operations of the Cairo office to ensure smooth and efficient functioning.
- Act as the main coordination point for the Cairo office, liaising with management, HR, IT, and external service providers.
- Coordinate office supplies, stationery, pantry, and equipment procurement; monitor usage and manage vendors.
- Support facilities management, including maintenance requests, office cleanliness, and health & safety compliance.
- Coordinate with building management and service providers (cleaning, security, maintenance, internet, etc.).
- Support onboarding logistics for new joiners (workspace setup, equipment purchase, office orientation) in coordination with HR.
- Maintain accurate records for office-related contracts, invoices, and service agreements.
- Assist in organizing internal & external events, leadership visits, and office meetings in Cairo.
- Coordinate office monthly bills & ensure on time payment (internet, cleaning, electricity, rent, water . …etc)
Coordination & Administrative Support - Support cross-functional coordination and ad-hoc projects assigned by the COO.
- Maintain organized physical and digital filing systems, ensuring document accuracy and confidentiality if needed.
- Draft professional correspondence and internal communications when required.
Confidentiality & Professionalism - Handle sensitive and confidential information with discretion and professionalism.
- Represent the COO’s office and the Cairo office with a high level of integrity.
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Work Experience Requirements:
Describe years of experience, job knowledge, skills, and abilities required to perform job - 3–5 years of experience as a Personal Assistant, Executive Assistant, or similar role supporting senior leadership.
- Fluent in English (spoken and written); Arabic is a strong advantage.
- Strong organizational and time-management skills with attention to detail.
- Excellent communication and interpersonal skills.
- Proficient in MS Office (Outlook, Word, PowerPoint, Excel).
- Ability to multitask, prioritize, and work under pressure in a fast-paced environment.
- High level of integrity, discretion, and confidentiality.
- Highly oriented and up to date of AI applications
Key Performance Indicators (KPIs): - Timely and accurate management of the COO’s calendar and meetings.
- Percentage of action items followed up and closed within agreed timelines.
- Quality and accuracy of reports, presentations, and meeting minutes.
- Responsiveness and turnaround time for correspondence and requests.
- Stakeholder satisfaction (internal and external).
- Compliance with confidentiality and professionalism standards.
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