Executive Assistant

G42; Abu Dhabi; On-site; AED 120,000 - 150,000; Full time

Job summary

A leading company in the AI space seeks an Executive Assistant to support the Executive Management team. The ideal candidate will excel in communication, problem-solving, and multitasking, ensuring efficient office operations and stakeholder engagement. Responsibilities include calendar and travel management, document preparation, and maintaining confidentiality. If you thrive in dynamic environments and are eager to contribute to innovative solutions, this is the role for you.

Qualifications

• At least 5 years of experience in a similar capacity in an international company.
• Ability to quickly pick up firm-specific programs and software.

Responsibilities

• Manage complex calendars and schedule meetings across time zones.
• Arrange travel including flights and accommodations.
• Prepare agendas, presentations, and meeting minutes.

Skills

Communication

Problem Solving

Project Management

Interpersonal Skills

Multi-tasking

Education

Bachelor’s degree

High-school diploma

Tools

Microsoft Office

Travel Booking Platforms

Job description

Overview

The ideal candidate will be a resourceful problem-solver with exceptional communication and interpersonal skills, capable of managing complex tasks and maintaining confidentiality. This role requires a professional who can anticipate needs, prioritize effectively, and contribute to the overall efficiency of the executive office.

Be the single point of contact among executives, employees, clients, and other stakeholders – scheduling meetings, organizing travel & accommodation, creating reports, and managing other day-to-day workflows for members of the Executive Management team.

Responsibilities

1. Calendar Management: Efficiently manage and coordinate complex calendars, schedule meetings, appointments, and video conferences across different time zones.
2. Travel Management: Arrange and coordinate all aspects of travel, including flights, accommodations, visas, and ground transportation, both domestically within the UAE and internationally, considering future expansion needs. Prepare detailed travel itineraries.
3. Communication Management: Act as a primary point of contact, screening calls and emails, drafting correspondence, and managing communication flow with internal and external stakeholders.
4. Stakeholder Management: Build and maintain strong professional relationships with internal teams, clients, partners, and other external contacts within the UAE and internationally. Facilitate effective communication and follow-up.
5. Meeting Support: Prepare agendas, presentations, and meeting minutes. Follow up on action items and ensure timely completion.
6. Document Preparation: Prepare, edit, and proofread correspondence, reports, presentations, and other documents with accuracy and attention to detail.
7. Office Management: Oversee general office administration, including maintaining supplies, managing vendor relationships, and ensuring a well-organized work environment.
8. Confidentiality: Handle sensitive and confidential information with discretion and professionalism.
9. Project Support: Assist with special projects and initiatives as needed, conducting research, gathering data, and preparing reports.
10. Other Administrative Tasks: Perform other administrative duties as required to support the executive and the smooth operation of the office.

Qualifications

Bachelor’s degree, high-school diploma or equivalent.

• Advanced Microsoft Office skills.
• At least 5 years of experience in a similar capacity in an international company reporting directly to senior management.
• Ability to quickly pick up firm-specific programs and software.
• Experience with travel booking platforms is a plus.

Job-Specific Skills

• Strong project management and problem-solving skills.
• Impeccable multi-tasking and organizing proficiency.
• Quick thinking to make decisions under pressure.
• Excellent interpersonal skills.
• Excellent communication skills, both written and verbal.

What we look for

If you are a performance-driven, inquisitive mind with the agility to adapt to ambiguity, you will fit right in. You should be eager to explore opportunities to build meaningful collaborations with stakeholders and aspire to create unique customer-centric solutions. Bias for action and a passion to conquer new frontiers in the AI space is at the heart of the G42 community.