Logo of Huzzle

Home

Matches

Explore

Manage

Personal Assistant to Chief Operating Officer

image

Huda Beauty

2mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Dubai
  • Quick Apply

AI generated summary

  • You should have 5-7 years of PA experience, strong organizational skills, proficiency in MS Office, excellent communication, discretion, flexibility, and the ability to adapt and solve problems.
  • You will manage calendars, arrange travel, prepare meeting materials, maintain files, coordinate communication, and support projects while handling sensitive information with discretion.

Requirements

  • 5-7 years of experience as a Personal Assistant or in a similar administrative role.
  • Exceptional organizational and time management skills, with the ability to manage multiple tasks and deadlines effectively.
  • Excellent verbal and written communication skills, with an eye for detail and accuracy.
  • Proficiency in using productivity tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software.
  • Discretion and professionalism when handling confidential information.
  • Strong interpersonal skills and the ability to work collaboratively with diverse teams.
  • Resourcefulness, adaptability, and a proactive approach to problem-solving.
  • Flexibility to work occasional extended hours and accommodate last-minute changes to the schedule.

Responsibilities

  • Acting as the point of contact among executives, office team and other external partners
  • Make travel and accommodation arrangements.
  • Submit monthly expense reports.
  • Proactively manage complex and dynamic calendars, scheduling appointments, meetings, and conferences, considering time zones, priorities, and potential conflicts.
  • Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring efficient and seamless itineraries.
  • Organize and maintain digital and physical files, ensuring documents are easily accessible and up to date.
  • Compile and prepare materials for meetings, presentations, and reports, collaborating with various departments to gather necessary information.
  • Coordinate and schedule meetings, including creating agendas, distributing materials, and recording minutes when required.
  • Arrange conference rooms, technology, and refreshments as needed to facilitate efficient and productive meetings.
  • Establish and maintain positive relationships with internal and external stakeholders, including clients, partners, and vendors.
  • Liaise between the executive and various teams, ensuring clear and timely communication.
  • Assist in the execution of special projects, research assignments, and initiatives, providing research, analysis, and administrative support as needed.
  • Handle sensitive and confidential information with the utmost discretion and professionalism.
  • Maintain a high level of confidentiality and integrity in all interactions and tasks.

FAQs

What is the primary responsibility of the Personal Assistant to the COO?

The primary responsibility is to provide comprehensive support to the Chief Operating Officer, managing calendars, organizing meetings, and facilitating communication among various stakeholders.

How many years of experience are required for this position?

A minimum of 5-7 years of experience as a Personal Assistant or in a similar administrative role is required.

Is there flexibility in work hours for the Personal Assistant position?

Yes, there is flexibility to work occasional extended hours and accommodate last-minute changes to the schedule.

What software proficiency is expected for this role?

Proficiency in using productivity tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software, is expected.

Are there any benefits offered for this position?

Yes, the position offers benefits such as premium medical/dental/vision coverage, monthly “Self Love Days,” coaching sessions, employee discounts, and quarterly product gifting.

Will the Personal Assistant need to handle confidential information?

Yes, handling sensitive and confidential information with the utmost discretion and professionalism is a crucial part of the role.

Does Huda Beauty support diversity and inclusion in the workplace?

Yes, Huda Beauty is committed to building diverse and inclusive teams and maintaining an equal employment workplace free from discrimination.

What will be involved in coordinating meetings for the COO?

The role involves scheduling meetings, creating agendas, distributing materials, and recording minutes when required.

What kinds of travel arrangements will the Personal Assistant be responsible for?

The Personal Assistant will be responsible for making complex arrangements, including flights, accommodations, and transportation, ensuring efficient itineraries.

Is teamwork emphasized in this position?

Yes, strong interpersonal skills and the ability to work collaboratively with diverse teams are essential for this role.

image

Huda Beauty

Products tested on huda, NOT animals.

Retail & Consumer Goods
Industry
201-500
Employees
2013
Founded Year

Mission & Purpose

Huda Beauty is a leading cosmetics brand founded by Huda Kattan, specialising in high-quality makeup products and beauty tools. The company is dedicated to empowering individuals through innovative and accessible beauty solutions that enhance self-expression and confidence. Huda Beauty focuses on creating products that cater to diverse skin tones and beauty needs, fostering a sense of inclusivity and creativity within the beauty community. The brand continually strives to set new standards in the cosmetics industry, ensuring customer satisfaction and promoting self-love.