Executive and Personal Assistant

P2P; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A dynamic support organization in the United Arab Emirates seeks an administrative assistant fluent in Finnish and English. The role involves supporting senior executives by managing complex schedules, travel arrangements, and internal communications in a fast-paced environment. Ideal candidates will have exceptional attention to detail and strong organizational skills, alongside experience with Microsoft Office applications.

Qualifications

• Proven expertise with the Internet and Microsoft Office environment.
• Experience supporting multiple stakeholders.
• Positive, can-do attitude.

Responsibilities

• Support various senior executives administratively.
• Coordinate and manage meetings.
• Manage complex schedules and travel arrangements.

Skills

Fluency in Finnish

Fluency in English

Diary management

Organizational skills

Attention to detail

Time management

Ability to work under pressure

Tools

Microsoft Office (Word, PowerPoint, Excel, Outlook)

Job description

MAIN DUTIES/RESPONSIBILITIES OF THE ROLE:

Essential Responsibilities:

The primary role of this position is to support administratively various senior level executives in their business activities in both English and Finnish.

Assistant Duties include:

• Coordinating, scheduling and managing meetings both in person and by VCs (Zoom/Webex)
• Extensive calendar management, dealing with the team internally and with clients
• Calendar support to the rest of the team when required
• Restaurant and car bookings
• Provide extensive travel arrangements for the family, including: booking flights, visa applications, accommodation, ground transfers, arranging meeting and preparation of itineraries if needed
• Provide support to other EAs when they are on A/L
• Expense submission
• Liaise with staff and family members
• Liaise with external parties on behalf of the family
• Property management: overseeing maintenance and upkeep of properties, including liaising with contractors and managing renovations or repairs
• Assist with administrative duties: scheduling appointments, checking emails, answering, making phone calls, and managing personal documentation
• The role requires someone who is dynamic and flexible. They will need to be able to work productively in an extremely fast-paced environment with lots of last-minute changes, requests and interruptions. They must have exceptional attention to detail and be comfortable working in a busy/high pressure environment. They must be able to work well alone & within a team and prioritize tasks effectively.

PERSON SPECIFICATION

WORK EXPERIENCE/BACKGROUND:

Essential

• Fluency in Finnish and English is required
• Diary management experience

• Relevant administrative experience

• Previous roles supporting multiple key stake holders in a very fast-pace environment

• Positive, can do attitude

TECHNICAL/BUSINESS SKILLS & KNOWLEDGE:

Essential

• Proven expertise with the Internet and Microsoft Office environment including Word, PowerPoint, Excel and Outlook

• Strong organisational skills, detail-oriented and the ability to handle multiple priorities

• Excellent phone manner

• Extremely organised with excellent time management skills

• Ability to manage complex schedules, calendars and travel arrangements across different time zones

• Excellent use of English – (written and spoken)

• Able to work under pressure

• Excel

• General understanding of financial markets and terminology

• Proactive and ability to think ahead

• Integrity and ability to keep thinks always confidential

• Ability to adapt to the family schedule and routine