Assistant to VP

abu dhabi insurance brokers; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A prominent insurance brokerage in Abu Dhabi is seeking a dedicated personal assistant to provide essential administrative and logistical support to the CEO. The role involves managing the CEO’s calendar, coordinating appointments, and ensuring meticulous communication with internal departments. Candidates must possess strong organizational skills, attention to detail, and the ability to handle confidential matters with professionalism. This position is crucial for maintaining the smooth operation of the CEO’s office while supporting high-level executives.

Responsibilities

• Provide administrative and logistical support to the CEO.
• Manage the CEO’s calendar and schedule meetings.
• Support preparation of agendas, reports, and presentations.
• Liaison between CEO Office and internal departments.
• Handle confidential information with discretion.
• Maintain organized documentation for corporate files.
• Monitor ongoing tasks and projects under the VP’s direction.
• Coordinate communication to ensure seamless workflow.

Skills

Strong ability to follow instructions

Attention to detail

Strong organizational skills

Reliability in handling confidential matters

Proactive solutions-oriented mindset

Professionalism

Job description

Duties and responsibilities

• Provide administrative and logistical support to the VP – CEO Office and CEO, including arranging travel, preparing itineraries, and coordinating bookings as needed.
• Assist in managing the CEO’s calendar—scheduling meetings, coordinating appointments, and ensuring seamless time management.
• Support the preparation of agendas, reports, correspondence, presentations, and internal communications.
• Act as a liaison between the CEO Office and internal departments to ensure timely follow-ups and coordinated activities.
• Assist in drafting, reviewing, and formatting letters, reports, and executive documents.
• Handle confidential information with a high level of discretion at all times.
• Provide assistance in ensuring the smooth operation of the CEO’s office by coordinating with team members and maintenance staff to support cleanliness, lighting, and office supply requirements, maintaining a well-organized and professional environment.
• Assist in record-keeping, filing (digital and physical), and maintaining organized documentation for corporate and personal files.
• Support in monitoring ongoing tasks, projects, and confidential matters under the VP’s direction and ensure timely follow-up.
• Assist in preparing minutes and documentation for internal meetings when required; support the CEO Office in tracking due dates and preparing payment-related documentation to ensure timely completion of required obligations.
• Maintain professional communication and a consistent workflow with accuracy and efficiency.
• Assist in staying updated on the CEO’s preferences, ongoing tasks, and confidential instructions by maintaining organized notes and ensuring timely follow-up under the VP’s guidance.
• Coordinate communication between the VP – CEO Office and internal departments to ensure smooth workflow and timely responses.
• Assist in drafting and formatting reports, letters, and confidential correspondence as directed by the VP – CEO Office.
• Maintain high standards of professionalism, confidentiality, and responsiveness in all communication and interaction.

Skills

• Strong ability to follow instructions and execute tasks with precision.
• Excellent attention to detail and accuracy in all deliverables.
• Strong organizational and multitasking skills.
• Reliable in handling confidential and sensitive matters.
• Proactive, solutions-oriented, and able to anticipate needs.
• Professional, disciplined, and capable of supporting high-level executives.