Job Description

The Role

The Personal Assistant (PA) to the CEO plays a critical role in providing high-level support to the CEO of Space Oddity Agency. This dynamic position requires an individual who is highly organized, proactive, and detail-oriented, capable of managing a wide range of responsibilities across operations, finance, HR, administration, and more. As the backbone of the CEO's office, the PA will assist in driving agency-wide efficiency, managing strategic initiatives, and ensuring smooth daily operations. The ideal candidate will be an exceptional multitasker and a strong communicator, capable of thriving in a fast-paced, creative environment. Job Duties and Responsibilities: Executive Support o Act as the primary point of contact for internal and external communications, including emails, reports, and presentations. o Coordinate and follow up on meetings with departments, clients, and stakeholders, ensuring smooth information flow. o Assist the CEO with strategic planning, prepare documents, and facilitate decision-making processes. Operations Management o Oversee daily office operations, ensuring seamless functioning across departments (Creative, Marketing, HR, Accounts, etc.). o Streamline workflows and operational processes to maximize agency efficiency. o Track performance metrics for ongoing projects, ensuring deadlines and quality standards are met. o Support operational planning and execution of advertising campaigns, collaborating cross-functionally. Finance Coordination o Support the Financial Advisor in managing financial documentation, including expense reports and budget tracking. o Assist in monitoring the agency's financial health, tracking revenues and expenditures. o Ensure proper documentation is in place for financial reporting and auditing purposes. o Collaborate with financial professionals, such as accountants and auditors, to ensure smooth financial operations. Human Resources o Assist in recruitment, onboarding, and employee relations processes to attract and retain top talent. o Ensure compliance with labor laws and internal HR policies. o Maintain and update employee records, benefits programs, and performance tracking systems. o Collaborate with HR on performance reviews, employee development, and staff engagement. Legal & Compliance o Work with advisors to draft, review, and manage contracts, agreements, and compliance documentation. o Ensure the agency adheres to relevant laws, regulations, and corporate policies. o Handle sensitive legal matters with discretion, ensuring confidentiality. Office Management o Supervise administrative staff, ensuring efficient office logistics, supplies, and technology. o Oversee vendor relationships and contracts for office services, facilities management, and technology infrastructure. o Implement organizational systems to improve office efficiency. Project Management o Coordinate cross-departmental initiatives to ensure timely delivery of agency deliverables. o Manage client accounts, support creative and campaign management, and assist in driving projects to successful completion. o Maintain consistent communication across teams and stakeholders, ensuring smooth project execution. Special Projects & CEO Support o Provide ad-hoc support on strategic projects and initiatives as needed by the CEO. o Ensure alignment between the CEO's personal and professional commitments, balancing high-priority tasks. o Manage confidential tasks with attention to detail and a solutions-driven mindset.



Requirements

• Bachelor's degree in Business Administration or a related field (Master's degree preferred). o 5+ years of experience as a Personal Assistant, Operations Manager, or in a similar role, preferably in advertising or creative industries. o Strong knowledge of office management, finance, HR, and legal principles. o Excellent communication, organizational, and problem-solving skills. o Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools. o Ability to work independently, prioritize tasks effectively, and handle confidential information with discretion. o Familiarity with digital advertising platforms and industry-specific tools is a plus. o Discretion and confidentiality when handling sensitive information. o Proactive attitude, with a capacity to embrace challenges and an enthusiasm to take initiative. Required Competencies: o Organization and Time Management: Ability to effectively organize and manage multiple tasks, prioritize workload, and meet deadlines in a dynamic environment. o Communication and Interpersonal Skills: Strong written and verbal communication skills, with the ability to communicate clearly, professionally, and tactfully with various stakeholders. o Problem-Solving and Resourcefulness: Ability to identify issues, troubleshoot problems, and find practical solutions to maintain smooth office operations. o Adaptability and Flexibility: Ability to adapt to changing priorities, work independently, and handle unexpected situations with composure and professionalism. o Team Collaboration: Capacity to work collaboratively and supportively with diverse teams, fostering a positive and inclusive work environment. o Professionalism and Confidentiality: Demonstrated integrity and professionalism when handling sensitive information, maintaining confidentiality and discretion. o Customer Service Orientation: Commitment to providing excellent service to both internal and external stakeholders, demonstrating a helpful and responsive attitude.


About the company

Space Oddity is a fully integrated advertising agency with offices in the UAE and Lebanon since 2009. Our eclectic team of talents believes that groundbreaking concepts come from a spotless know-how and a pinch of eccentricity.