Company Description Philadelphia Solar LLC is a leading solar panel and steel mounting structure manufacturer, originally established in Jordan in 2007 with a built-up area of 14,200 m² and an investment of 165 million USD. The company is the first in the Middle East and Africa region to manufacture, develop, design, construct, own, and operate utility-scale, commercial, and industrial photovoltaic plants. Philadelphia Solar also acts as an EPC contractor, specializing in the design and execution of solar power plants. The organization focuses on delivering projects on time and within budget, optimized for superior energy output. Team members join a growing, innovation-driven company contributing to sustainable energy solutions.
- Job Purpose
To provide high-level executive support to the CEO by managing schedules, communications, workflow, and administrative tasks to ensure the CEO’s time, decisions, and priorities are effectively managed. The PA serves as a strategic administrative partner ensuring smooth internal and external interactions.
- Key Responsibilities
A. Executive & Administrative Support
- Manage and organize the CEO’s daily schedule, meetings, appointments, and travel arrangements.
- Prepare meeting agendas, minutes, and ensure follow-up actions are completed on time.
- Draft, review, and manage correspondence, reports, and presentations.
- Ensure confidentiality of sensitive documents, discussions, and executive decisions.
B. Communication & Coordination
- Serve as the primary point of contact between the CEO and internal departments.
- Handle incoming and outgoing calls, emails, and inquiries on behalf of the CEO.
- Coordinate communication with clients, partners, government bodies, and key stakeholders.
- Welcome and host VIP guests and external business partners.
C. Project & Task Follow-up
- Monitor ongoing projects and ensure deadlines are met.
- Track action items assigned by the CEO to different departments.
- Prepare status updates and follow-up summaries.
D. Office Support & Data Management
- Maintain organized filing systems (soft and hard copies).
- Conduct basic research and gather relevant data for decision-making.
- Support the overall office operations when needed.
3. Key Performance Indicators (KPIs)
A. Calendar & Schedule Management
- 98–100% accuracy in scheduling
- Zero conflicts or missed appointments
B. Communication Efficiency
- Response time to emails and requests (within the same day)
- Clarity and professionalism of written communication
C. Task & Project Follow-Up
- % of tasks completed by deadlines (target: 95%+)
- Quality and accuracy of follow-up tracking
D. Meeting Preparation & Documentation
- Minutes delivered within 24 hours
- Completeness and accuracy of meeting agendas
E. Administrative Efficiency
- Organized filing, accuracy in documentation, error-free reports
- Timeliness of administrative support tasks
F. Travel Coordination
- Timely preparation of itineraries
- Compliance with cost and booking procedures
G. Stakeholder Interaction & Satisfaction
- Feedback from CEO and key stakeholders
- Professional handling of guests and partners
4. Qualifications
- Bachelor’s degree in Business Administration or related field.
- 3–7 years of experience in executive support or administration.
- Excellent command of Arabic and English (written & spoken).
- Strong skills in Microsoft Office (Word, Excel, PowerPoint, Outlook) and AI tools.
- Ability to multitask and work under pressure.
5. Competencies
- High level of confidentiality and discretion.
- Strong organizational and time-management skills.
- Excellent communication and interpersonal skills.
- Professional appearance and behavior.
- Proactive, reliable, and detail-oriented.
- Problem-solving ability and fast learner.
6. Authority & Limits
- May communicate on behalf of the CEO where appropriate.
- May follow up with managers and departments on pending tasks.
- No authority to approve financial or contractual documents.
