Position Overview:
The Private Affairs Manager leads the Private Affairs Office, a dedicated function responsible for managing the personal and private lives, requests and affairs of the Chairman and Family.
The role requires the utmost discretion, professionalism and responsiveness, managing confidential personal and secretarial matters. The Manager is supported by an Assistant/Secretary who executes the day-to-day logistical, administrative and record-keeping functions of the office, while the Manager retains accountability for quality, judgement calls, and the most sensitive or high-profile matters.
Roles and Responsibilities:
Personal & Private Affairs Management:
● Manage the personal and private lives, schedules and requests of the Chairman and Family with the utmost discretion
● Act as the central point of contact for the Family's personal matters, and as the primary escalation point for anything the Assistant/Secretary cannot resolve
● Own primary responsibility, together with the Assistant/Secretary, for the administration of the Family's personal documentation and ID requirements (Nafath, Absher, IQAMA and similar)
Secretarial Office Leadership:
● Lead and manage the Assistant/Secretary within the Private Affairs Office, ensuring high standards of service, discretion and responsiveness
● Allocate tasks to the Assistant/Secretary and quality-control the completion of all delegated functions, ensuring no personal request or administrative matter is left uncovered
● In coordination with the Administration Manager, identify and cross-train a designated backup resource to cover the Assistant/Secretary's planned and unplanned absences (leave, sickness), ensuring no Private Affairs function is ever left unattended
Family Affairs & Logistics Oversight:
● Oversee travel planning within the Kingdom and the GCC region, including arrival/departure planning and logistics, delegating day-to-day coordination and execution — including personal meet and greet services at airports and ports to the Assistant/Secretary
● Personally manage VVIP guest invitations and services, given the protocol sensitivity involved, with the Assistant/Secretary providing logistical support
● Oversee proxy purchases, personally approving any purchase above the approval threshold set by the Director of Private Office Local and delegating routine purchases below this threshold to the Assistant/Secretary
● Retain overall custodial accountability for all Family-specific, private and confidential documents, with day-to-day filing and retrieval delegated to the Assistant/Secretary
● Oversee the Family's diary, event planning and scheduling, ensuring the Assistant/Secretary maintains accuracy and provides adequate advance notice of commitments
● Oversee delivery of personal assistance services and charitable contributions/donations coordination on behalf of the Family
● Oversee expense tracking and reporting for Family personal expenditure, reviewing and approving before submission
● Ensure timely and accurate ERP data entry for all Private Affairs transactions
Secretarial & Record-Keeping Oversight:
● Oversee all secretarial support delivered by the Assistant/Secretary across correspondence and communications
● Ensure accurate and complete record-keeping is maintained across personal correspondence, letters, documents and photos; incoming/outgoing shipments and airway bills; invitations and gifts with sender/recipient details; contact details for important locations, people and institutions; the Family's annual customs, events, holidays and occasions; and documents/correspondence relating to special assistance, employees, families and philanthropic/charitable causes
● Periodically audit records maintained by the Assistant/Secretary for accuracy, completeness and confidentiality compliance
Confidentiality & Coordination:
● Call on the Administration Manager for additional support with the Family's personal documentation (Nafath, Absher, IQAMA) as and when needed, while retaining primary ownership of this function within the Private Affairs Office
● Coordinate with the Procurement Manager on personal and luxury item sourcing for the Family
Academic / Professional Qualifications:
Bachelor's degree preferred; training in executive/personal assistance, office administration management is an advantage
Relevant Experience:
● Minimum 7 years of experience in a personal/executive assistant, private household or family office role supporting HNW/UHNW principals
● Proven experience managing or working closely with a small support team
Fluency in Arabic and English
Job Competencies:
Technical:
● Personal/executive assistance
● Scheduling and coordination
● Secretarial and record-keeping oversight
● ERP data entry and expense tracking
● Delegation and quality control
Personal Competencies:
● Absolute discretion and confidentiality
● Highly organised
● Responsive
● Calm under pressure
● Trustworthy
