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Personal Assistant to a VVIP

Black Pearl

Job description / Role

Our client, an event management firm, is urgently looking for Personal Assistant to a VVIP who will report directly to the VVVIP of the organization. In this role, you will provide administrative support in all required areas as designated by the VVIP, working with her at her residence. Other responsibilities you will have include:

Ensure the administrative functions of the VVIP’s Office and residence to run smoothly and efficiently

Coordinate communication between the VVIPs and guests, dignitaries and Royal Protocol

Take dictation, prepare letters, reports, presentations and official correspondences as per instruction of the VVIP

Prepare the Founder’s incoming and outgoing mail post are handled promptly (including cover letter, envelopes, dispatch and delivery process)

Support the VVIP in responding to telephone calls/faxes/emails/letters addressed to the Founder. 

Coordinate with Admin. Coordinator to ensure the smooth and efficient functioning of   administrative functions of the Office of the Founder

Receive queries and explanations, if any, on behalf of the VVIP and co-ordinate   with the concerned personnel in the Section to provide necessary clarifications

Responsible for the correspondence and English when required

Assist in managing VVIP’s Office budget and ensure expenditure is monitored effectively

Undertake filing, Log & Archive Incoming / outgoing correspondence

Responsible for proofreading and Translation as and when required 

Liaise with Company’s Advisors, Royal Offices and Ambassador offices and liaise with the female advisors on the Royal Balcony

Draft, label & dispatch Press Conference/ Festival invitations for Sheikhs, & VIP guests of the festival and dispatch the English invitations from the Founder.

Collate festival guest information, liaise with the Events department on the bookings and send the booking confirmation to the guests

Coordinate with the marketing team on the Eid greeting cards printing and ensure the dispatch of the same

In charge of guest relations and their logistics arrangements during Festival

Serve as a liaison officer with guests and artists as and when required during festival

Serve as a backup for Personal Assistant as and when required

Take dictation and circulate the Minutes of Meeting

Obtain approval from Founder of the photos taken in each event, liaise with the Marketing to store the approved photos in the photo gallery and dispatch the photos with a message to the people as instructed by the Founder

Ensure the arrangement of Flowers and Compliment Cards as and when required

Meet & greet VVIP’s Office guests to Office and prepare welcome bags if required

Contribute to Festival Annual debrief, revision of processes etc.,

Respond to daily instructions of the VVIPs

Perform other tasks related to the function as they arise and as delegated by the VVIP

?Perform tasks during Festival as instructed by the VVIP

Upload your CV/resume or any other relevant file. Max. file size: 18 MB.

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