Personal Assistant

Company Description

Tahaluf is rewriting the events playbook. Its purpose is transformational, its
DNA digital, and its ambition unprecedented. Over the next ‎12 months Tahaluf
will scale to further increase its lead as the largest B2B Live and On Demand
Events organiser in Saudi Arabia: by SQM, Attendance, Colleagues and Revenue.

To scale at this pace requires impeccable local partners, and Tahaluf is proud
to enjoy the support and partnership of several Gov and Non Gov Organisations
that are at the apex of Saudi's B2B and B2C large scale events scene. In fact,
our partners don't just support the expansion of live events in the Kingdom;
they're also the partner of choice for heavyweights like Apple, Amazon and
AliBaba.

Throughout ‎2023 and ‎2024 Tahaluf will build on its award-winning events; LEAP
(www.onegiantleap.com) and Black Hat Middle East (www.blackhatmea.com), to
launch new, largescale business-to-business events. From technology, real
estate and food to pop culture, intermobility, beauty and beyond, Tahaluf will
introduce a vibrant, varied portfolio of events, trade shows and conferences
to the Kingdom of Saudi Arabia.

Job Description

The primary purpose of the role is to provide administration and coordination
support, including inbox and diary management, meeting, and travel
coordination as well as communication assistance and business support
activities to assist business planning and project management activities.
The role will involve working within a fast-paced, complex global environment
and will require independence and initiative to ensure any potential obstacles
such as changing requirements are managed effectively to ensure minimum
disruption. It will also be essential to be able to prioritise and manage
multiple and varied activities simultaneously.
Key Responsibilities
Administration & Coordination
* Arranging travel, accommodation, relevant visas for frequent business travel for internal and external meetings/events for each Executive.
* Coordinating internal/external meetings and work closely with internal and external stakeholders to ensure attendance and necessary documentation is distributed in a timely manner.
* Organising global video/telephone conferences across multiple time zones.
* Collating and issuing the agenda and minutes for regular meetings along with agreed follow up actions.
* Managing, monitoring and reporting, when necessary, the processing and coding of invoices and expense claims for each Executive.
* Ensuring all hardcopy and electronic materials containing confidential information are securely stored and only accessible to those authorised to view such content.
Communication
* Pro-active & complex diary management syncing with various time zones.
* Inbox management for each Executive to meet their requirements and to support prioritisation of tasks.
* Managing incoming/outgoing communication for the Executives as appropriate to manage expectations of internal and external customers.
* Building strong relationships with Informa divisions within the global business.
* Meeting and greeting visitors at all levels of seniority.
* Attend relevant meetings to ensure representation.
Business Support
* Supporting the Executives to research and collate data, prepare reports and presentation packs for different stakeholders
* Contributing to and monitoring specific projects as assigned or agreed by the Executives
* Any other duties commensurate with this level and role.

Qualifications

Qualifications
* Educated to degree level or equivalent

Qualities & experience
* Previous comprehensive PA experience
* Experience in diary management
* Experience in processing visa documentation, travel arrangements,
* Working across different time zones
Skills
* Excellent verbal and written communication skills and professional telephone manner
* High standards of accuracy, quality and attention to detail
* Strong time management skills and ability to prioritise under pressure without compromising quality
* Flexible and possess ability to adapt to fast changing environment
* Enthusiastic, confident, "people orientated" personality required - able to liaise with people to achieve work goals whilst enhancing relationships
* Ability to keep information organised and confidential
* Helpful, discreet, and mature approach to work
* Advanced skills in Microsoft Office - in particular PowerPoint and Excel