Personal Assistant

Client of Itineris HR (KU)

Position Overview
The Personal Assistant will play a key role in providing comprehensive administrative, legal, and quality support to the leadership team. The role involves managing day-to-day operations, coordinating documentation and legal processes, supporting internal and external communications, and ensuring the smooth execution of administrative and quality-related functions.
Business Industry: Lighting design & manufacturing
Work Type: On-site
Reports To: Top Management
Languages: Full professional fluency in Arabic, English, and French
Key Responsibilities
Administrative & Executive Support
• Manage scheduling of meetings, workshops, and conferences for top management.
• Handle correspondence, including drafting, reviewing, and finalizing letters, reports, and presentations.
• Maintain calendars, track critical deadlines, and set reminders for renewals and key milestones.
• Perform general clerical duties such as filing, scanning, photocopying, processing mail, and organizing records.
Legal & Documentation Support
• Archive and maintain legal documents in an organized and accessible manner.
• Coordinate the issuance and follow-up of agreements, contracts, and lease renewals.
• Maintain updated records of insurance policies, ensuring timely renewal and compliance.
• Upload and register intellectual property (trademarks, designs) in the BOIP system on a monthly basis.
Quality Assurance & Compliance
• Support implementation and maintenance of quality assurance processes and ISO standards.
• Assist in coordinating internal/external audits and follow-up on corrective actions.
• Collaborate with consultants and internal teams to ensure compliance with quality standards.
• Facilitate training sessions and workshops related to quality management and organizational processes.
Cross-Functional Support
• Liaise with operations, production, and HR teams to ensure alignment on processes and documentation.
• Provide support in preparing tenders, proposals, and prequalification documents when needed.
• Contribute to exhibitions, events, and international registrations as required.
Qualifications & Skills
• Bachelor s degree in Business Administration, Finance, or related field.
• Proven experience in administration, legal coordination, or quality management.
• Strong organizational skills with the ability to handle multiple tasks and meet deadlines.
• Excellent communication skills in Arabic, English, and French (written and spoken).
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and basic Windows applications.
• Knowledge of ISO 9001:2015 standards, BOIP system, and documentation control processes is a plus.
Personal Attributes
• High level of discretion when handling confidential and sensitive information.
• Detail-oriented with strong analytical and problem-solving skills.
• Excellent interpersonal skills and ability to coordinate across departments.
• Proactive, flexible, and capable of working independently.
The Role s Impact
• A dynamic and professional work environment.
• The opportunity to take on diverse responsibilities across administration, legal, and quality functions.
• Exposure to international projects, events, and cross-departmental collaboration.
• Continuous learning and professional development opportunities.