Executive Assistant

Hawk MarTech; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A global marketing and innovation powerhouse in Dubai is seeking an experienced Executive Assistant to provide comprehensive administrative support to the Co-founder. The ideal candidate will manage a complex calendar, coordinate travel logistics, and act as the primary contact for internal and external communications. This role requires at least 5 years of experience, a Bachelor's degree, and proficiency in the Microsoft Office Suite. The position demands exceptional organizational skills and the ability to handle confidential information discreetly.

Qualifications

• 5 - 6 years of experience as an Executive Assistant reporting to MD/Director/CEO.
• Ability to handle confidential information with integrity.
• Proactive and adaptable approach to problem-solving.

Responsibilities

• Coordinate and manage a complex and extensive calendar.
• Serve as the primary point of contact and liaison with internal and external stakeholders.
• Plan and coordinate comprehensive travel itineraries.
• Prepare and distribute meeting agendas, records, and follow-ups.
• Create and maintain an organized filing system for documents.

Skills

Organizational skills

Time-management skills

Written communication skills

Verbal communication skills

Proficiency in Microsoft Office Suite

Education

Bachelor's degree in business administration, Management, or related field

Tools

Microsoft Office Suite

Job description

COMPANY DESCRIPTION:

Hawk MarTech is a global innovation and marketing powerhouse, dedicated to helping brands move faster and scale smarter in a connected world. Our technology division handles end-to-end product development, transforming concepts into market-ready solutions with design, engineering, and agile execution. Our marketing division drives brand growth by combining creativity, strategy, and data to craft engaging campaigns that deliver measurable results. Headquartered in Dubai, with hubs worldwide, we partner with leading brands across various industries, working to engineer world-class products, design unforgettable campaigns, and achieve lasting business outcomes.

POSITION GOALS & OBJECTIVES:

We are seeking a proactive, highly organized, and professional Executive Assistant to provide comprehensive administrative support to the Co-founder. The ideal candidate will be an excellent problem solver who anticipates needs, manages the day-to-day workflow, and ensures the smooth operation of the executive office.

KEY RESPONSIBILITIES:

• Calendar and schedule management: Coordinate and manage a complex and extensive calendar, including prioritizing inquiries and scheduling appointments and meetings. Act as a gatekeeper to protect the executive's time for high-priority tasks.
• Communication: Serve as the primary point of contact and liaison between the executive, internal staff, external partners, and clients. Manage correspondence, including screening phone calls and drafting and proofreading emails, memos, and reports.
• Travel and logistics: Plan and coordinate comprehensive travel itineraries, including booking f lights, accommodation, and transportation.
• Meetings and events: Prepare and distribute meeting agendas, reports, and presentations. Record and distribute meeting minutes and follow up on action items to ensure deadlines are met. Assist with planning and executing corporate events and meetings.
• Information management: Create and maintain an organized filing system for all electronic and physical documents. Handle confidential information with the utmost discretion and integrity.
• Administrative tasks: Complete expense reports, prepare reports and presentations, and handle other general administrative duties.
• Special projects: Assist with special projects and initiatives by conducting research, compiling data, and collaborating with different departments as needed.

REQUIRED QUALIFICATIONS AND SKILLS:

• Bachelor's degree in business administration, Management, or a related field.
• 5 - 6 years of experience as an Executive Assistant reporting to MD/Director/CEO.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and experience with calendar management software and other productivity tools.
• Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple projects simultaneously.
• Outstanding written and verbal communication skills, with a professional demeanour.
• High level of discretion and the ability to handle confidential information with integrity.
• A proactive and adaptable approach to problem-solving.