About the Role
We are seeking a highly organized, proactive, and reliable Executive Assistant to provide comprehensive administrative and executive support to the CEO while ensuring the smooth and efficient functioning of day-to-day office administration. The role requires excellent organizational skills, strong attention to detail, professional communication, and the ability to manage multiple priorities in a fast-paced business environment. The successful candidate will act as a key point of coordination between management, employees, clients, vendors, and external stakeholders.
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Core Duties & Responsibilities
- Provide comprehensive executive support to the CEO, including daily coordination and follow-ups.
- Manage calendars, appointments, meetings, and schedules, ensuring effective time management.
- Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries.
- Prepare correspondence, reports, meeting minutes, and other management documents.
- Handle confidential and sensitive information with professionalism, discretion, and integrity.
- Coordinate with internal departments, clients, vendors, consultants, and external stakeholders on behalf of management.
Administrative Duties & Responsibilities
- Oversee day-to-day office administration, including office supplies, facilities, maintenance, and service providers.
- Manage contract and agreement renewals, including maintaining a renewal tracker, reviewing key commercial and contractual terms, highlighting expiry dates and obligations, and coordinating with relevant stakeholders for timely action.
- Maintain accurate filing, records, documentation, and administrative trackers, ensuring information is organized and accessible.
- Support the planning and coordination of company meetings, events, management activities, and special projects.
- Manage employee health insurance additions and deletions, maintain accurate records, and coordinate timely updates with the insurance provider/broker.
- Undertake ad hoc assignments and management projects, proactively identifying opportunities to improve administrative efficiency and workplace operations.
Required Qualifications & Experience
- Bachelor's degree or diploma in Business Administration, Management, Office Administration, or a related field.
- 5–8 years of relevant experience in Executive Assistance, Office Administration, or a similar role. UAE experience is preferred.
- Previous experience supporting senior executives or management is highly preferred.
- Experience with calendar management, travel coordination, meeting coordination, and document management.
- Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, etc.
- Proficient in using advanced AI tools and technologies.
