Executive PA to the Managing Partner

Overview

**2.1** **Communication & Correspondence**

• Manage the Managing Partner’s inbox, screening and prioritizing emails, and drafting professional replies for approval.
• Manage LinkedIn account: screen messages, prepare draft responses, and develop posts aligned with professional positioning and firm branding.
• Maintain communication logs and ensure timely follow-ups with internal and external stakeholders.

**2.2** **Calendar & Meeting Management**

• Organize and maintain the Managing Partner’s calendar, ensuring no conflicts, appropriate buffer times, and effective time-blocking.
• Arrange and confirm internal and external meetings, circulate agendas, and ensure all materials are ready.
• Attend meetings with the Managing Partner, take accurate minutes, record decisions, and track action points.

**2.3** **Document & Report Verification**

• Review and verify all documents and reports presented to the Managing Partner for accuracy, completeness, formatting, and alignment with firm standards.
• Prepare executive summaries of lengthy reports for decision-making.
• Highlight errors, risks, or key issues in documents before submission.
• Responsible for managing and safeguarding the Managing Partner’s digital signature, ensuring it is applied securely, appropriately, and only on documents reviewed and approved.

**2.4** **Travel & Logistics**

• Manage Qatar Airways and Booking.com accounts for business and personal bookings.
• Arrange flights, hotels, ground transport, visas, and other travel requirements.
• Prepare detailed travel itineraries (flights, hotels, meetings, local contacts, emergency information).
• Anticipate potential issues (delays, cancellations) and provide contingency plans.

**2.5** **Task & Project Follow-Up**

• Track all tasks delegated by the Managing Partner to team members, ensuring timely execution.
• Maintain a master follow-up tracker with deadlines, responsible persons, and status updates.
• Provide daily updates on pending tasks and weekly reports on overdue items.

**2.6** **Stakeholder & Relationship Management**

• Maintain updated contact lists of clients, regulators, partners, and key stakeholders.
• Prepare briefing notes before important meetings, including background, context, and relationship history.
• Draft thank-you notes, follow-up communications, and maintain professional touchpoints (birthdays, milestones, key events).

**2.7** **Research & Insights**

• Conduct quick research on clients, industries, competitors, and markets as needed.
• Summarize market updates, regulatory changes, or news relevant to the Managing Partner’s role.
• Support preparation for board meetings, conferences, and external speaking engagements.

**2.8** **Administrative & Personal Support**

• Handle administrative tasks (expense reports, document filing, reservations) with accuracy.
• Support personal commitments, reservations, and scheduling discreetly.
• Ensure confidentiality in all professional and personal matters.
• **3.** **Deliverables**
• **3.1** **Daily Deliverables**
• Morning briefing: day’s agenda, priorities, and urgent updates.
• Meeting preparation: agendas, briefing packs, logistics confirmed.
• End-of-day summary: completed tasks, pending items, risks/issues, and next-day agenda.
• **3.2** **Weekly Deliverables**
• Weekly priorities briefing every Sunday.
• End-of-week review and alignment with the Managing Partner.
• LinkedIn engagement and analytics report.
• Travel bookings and itinerary confirmations for upcoming weeks.
• **4.** **Key Competencies**
• Proactivity: Anticipates needs, not just reacts.
• Organization: Strong planning and multi-tasking skills.
• Communication: Excellent written and verbal communication in English.
• Attention to Detail: Zero tolerance for avoidable errors.
• Confidentiality: Trusted with sensitive and confidential matters.
• Technology Skills: Proficient in MS Office, Outlook, Teams, LinkedIn, booking systems (Qatar Airways, Booking.com).