Executive Assistant/ Project Manager

Insignia Group of Companies; United Arab Emirates; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading company in the UAE is seeking an Executive Assistant/Project Manager to support the President with administrative tasks. This role involves coordinating with various departments, managing communication, and ensuring seamless operations. The ideal candidate will have experience supporting C-Level executives and possess strong organizational skills. Proficiency in Microsoft Office is essential, and familiarity with financial services is a plus.

Qualifications

• Minimum 2-3 years supporting senior executives.
• Experience supporting C-Level executives.

Responsibilities

• Provide full support for the President of the Group on various projects.
• Coordinate with departments to gather updates for the President.
• Manage the President's calendar and coordinate meetings.

Skills

Communication

Negotiation

Tools

Microsoft Office Suite

CRM systems

Job description

Insignia Group of Companies is currently recruiting an Executive Assistant/ Project Manager to support the President of The Group on all administrative tasks. You will be responsible for gathering reports, coordinating meetings, and following up on key projects. You will play a crucial role in ensuring seamless communication between The President of the Group and all Heads of Departments. Attention to detail and organisation are key for succeeding within this role.

Key Responsibilities:

1. Provide full support for the President of the Group on a variety of different projects and tasks as required.
2. Act as the point of contact among executives, employees, clients, and other external partners on behalf of the President of the Group.
3. Coordinate with various departments within the organization to gather updates and progress reports for the President.
4. Manage information flow in a timely and accurate manner.
5. Compile daily, weekly, and monthly reports from all departments under Insignia.
6. Attend all meetings involving the Executive Board.
7. Take minutes during meetings.
8. Proofread various documents and proposals.
9. Manage the President's calendar and coordinate meetings as required.
10. Format information for internal and external communication such as memos, emails, presentations, and reports.
11. Ensure attendance at all necessary board meetings, prepare agendas and materials in advance.
12. Distribute UBO's instructions to all departments across offices daily and weekly.
13. Manage multiple mailboxes to streamline communication.
14. Support onboarding sessions for new team members with their department heads.
15. Support various projects as needed.

Professional Requirements:

1. Experience supporting C-Level executives.
2. Minimum 2-3 years supporting senior executives.
3. Experience within Financial Services is an advantage.
4. Excellent oral and written communication skills.
5. Paralegal background is preferred.
6. Strong negotiation skills.
7. Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
8. Familiarity with CRM systems.
9. Fluent in English.