Office Manager and Assistant to Head of Office

Job Description

Office Manager and Executive Personal Assistant to the Head of Office

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New York, NY

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Arabic-speaking required

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Base Salary: $elite$

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Private Staff Group is conducting a search for an accomplished executive support professional to serve as Office Manager and Executive Personal Assistant to the Head of Office of an international organization in New York City.

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This position requires significant trust and responsibility, along with the judgment, discretion, and execution expected at the highest levels of executive support. The successful candidate will manage the Head of Office's operational rhythm, bringing structure to complex priorities and ensuring business commitments, international engagements, and personal requirements receive thoughtful, precise attention.

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The ideal candidate has an established record of supporting senior leaders in demanding environments. They communicate confidently with executive leadership and high-profile stakeholders, anticipate requirements, and exercise sound independent judgment. Professional fluency in Arabic and English is essential.

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Responsibilities

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• Serve as the principal executive and administrative partner to the Head of Office, aligning daily activities with immediate commitments and broader priorities.
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• Manage a complex, frequently changing calendar, exercising judgment in scheduling, access, and executive time allocation.
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• Oversee domestic and international travel arrangements, including visas, accommodations, transportation, and comprehensive itineraries.
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• Manage executive communications and information flow, identify matters requiring attention, and ensure timely, appropriate responses.
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• Prepare polished correspondence, presentations, reports, agendas, and briefing materials for executive meetings and engagements.
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• Represent the Head of Office professionally in communications with internal leadership, external stakeholders, and VIP contacts.
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• Attend meetings as required, capture key decisions, and maintain accountability for action items and follow-through.
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• Coordinate VIP visits, executive events, and special engagements with meticulous attention to protocol and presentation.
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• Provide discreet personal support, managing confidential matters, appointments, and logistics.
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• Oversee executive expenses, invoice processing, and budget tracking with accuracy and care.
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• Maintain stakeholder records and support relationship management through CRM platforms.
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• Coordinate special projects and cross-functional initiatives with the Executive Leadership Team.
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• Protect sensitive business and personal information with uncompromising confidentiality.
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• Provide occasional after-hours support and accommodate international travel requirements.
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Qualifications

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• At least 15 years of progressively responsible experience supporting C-suite executives, Presidents, Heads of Office, or comparable senior leaders.
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• Demonstrated success in a senior Executive Assistant, executive administration, or comparable role involving substantial independent responsibility.
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• Professional fluency in written and spoken Arabic and English.
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• Bachelor’s degree required.
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• Exceptional judgment, discretion, and the ability to act confidently within delegated authority.
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• Strong executive presence and sophisticated written and verbal communication skills.
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• Extensive experience managing complex schedules, international travel, and sensitive business and personal matters.
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• Proven ability to anticipate needs, resolve issues, and maintain composure as priorities change.
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• Experience preparing executive-level materials and coordinating high-profile meetings and engagements.
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• Advanced proficiency in Microsoft Office Suite, with experience using CRM and workflow management platforms.
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• Meticulous attention to detail, strong organizational discipline, and reliable follow-through.
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• Flexibility to meet the demands of an international executive office.
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Compensation

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Base salary of $elite

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Arabic speaker

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