Executive Assistant

Job Title: Executive Assistant
Department / Business: CEO's Office
Base Location: Dubai
Reporting to: CEO (Administrative reporting to Group CFO)
Experience: 7 to 10 years
Qualification: Graduate in any field
Age & Gender: 30 to 45 years, open
Visa Status: Bachelor

Job Purpose:
Provide comprehensive executive and administrative support to the CEO, ensuring smooth daily operations and effective coordination within the team.

Key Responsibilities:

1. Executive Support to CEO:

   • Manage the CEO's daily administrative tasks, including maintaining calendars, completing expense reports, preparing correspondence, and arranging travel plans, itineraries, and agendas.
   • Assist in preparing business presentations with a creative and innovative approach.
   • Act as a liaison between the CEO and various cross-functional teams, coordinating communication and handling tasks on behalf of the CEO.
   • Take minutes during meetings, distribute them, and follow up on action items.
   • Extract and analyze business reports from ERP/other platforms (training provided).

2. Administrative & Communication:

   • Coordinate logistics for meetings, conferences, and visits, both internal and external, as per the CEO’s schedule.
   • Prepare correspondences, reports, and materials for publications and presentations, drafting letters and managing written and oral communications with clients and stakeholders.
   • Maintain confidential files and records, ensuring all information is up to date and accessible when needed.

3. Office Management:

   • Oversee daily office administration in Dubai, co-reporting to the Group CFO, ensuring smooth operations.
   • Handle logistics for visitors, coordinate conference calls, and manage various office-related tasks as required.

Skills & Competencies:

• Technical Competencies:

  • Proficient in MS Office (Excel, Word, PowerPoint, Outlook), with strong drafting and coordination skills.
  • Ability to produce high-quality business presentations.
  • Strong administrative capabilities, including managing complex schedules and multitasking.

• Communication & Interpersonal Skills:

  • Excellent verbal and written communication skills.
  • Able to collaborate effectively across various departments and manage high-level communications.

• Collaboration & Innovation:

  • Open to new ideas and capable of proposing and implementing innovative solutions.
  • Takes initiative to improve processes and supports cross-departmental collaboration.

Organizational Relationships:

• Daily interaction with the CEO and other senior executives (COO, CFO, CHRO).
• Coordinate with external business professionals as needed.

Other Duties:

• Additional responsibilities may be assigned as needed to ensure smooth functioning of the office and executive support.