Executive Assistant

Ionix International; Dubai; On-site; AED 240,000 - 360,000; Full time

Job summary

Ionix International is seeking an experienced Executive Assistant to support the CEO/Group COO in Dubai. The role involves managing schedules, communications, and complex travel arrangements while acting as a liaison across multiple countries and departments.

The ideal candidate has 7+ years in executive support, excellent organization, and strong discretion. The position requires the ability to handle confidential information and coordinate high-priority initiatives.

Qualifications

• 7+ years of experience in executive support roles.
• Experience supporting C-level executives preferred.
• Strong MS Office skills and excellence in communication.
• Experience with project management tools and varied dashboards a plus.

Responsibilities

• Manage CEO/Group COO schedules, emails, travel and client management.
• Coordinate complex calendars and protect executive time.
• Prepare agendas, minutes, and follow up on actions.
• Draft and manage communications with internal/external stakeholders.
• Organize meetings/events with logistics and venue arrangements.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder liaison

Microsoft Office

Cross-cultural communication

Problem solving

Decision making

Tools

Notion

Asana

Monday.com

Jira

Job description

Executive Assistant

Job Information

Department: Executive Office
Section: Executive Office
Country Location: Dubai

Reporting Relationships

Reports to: CEO / Group COO
Direct Reports: N/A

Job Purpose

The Executive Assistant to the CEO/Group COO is a highly skilled and experienced professional who serves as a strategic partner to the CEO/Group COO. This role involves providing comprehensive administrative support, managing schedules and priorities, and acting as a liaison between his office and the various stakeholders.

This role involves a high level of confidentiality, the ability to manage multiple priorities, and a proactive approach to problem-solving. The role holder must possess strong interpersonal skills to liaise with various stakeholders and ensure the smooth operation of the executive office.

The role coordinates priorities and strategic initiatives between the executive office, Group senior management, Country Managers, department heads, partners and other key stakeholders. It requires commercial awareness to understand business priorities, identify delays, prepare management information and drive follow-through on agreed actions, enabling the executives to focus on strategy, growth and major decisions.

Key Responsibilities

Executive Support

• Manage the CEO/Group COO professional and personal scheduling, including agendas, mail, email, calls, travel arrangements, and client management.
• Coordinate complex scheduling and extensive calendar management, prioritizing the most sensitive matters.
• Prioritize meetings according to business importance, protect executive time from low-value activities, and proactively resolve scheduling conflicts. Prepare daily and weekly schedules and reserve sufficient time for strategic meeting preparation.
• Prepare, review, and manage official documents, ensuring timely and accurate execution.
• Ensure the executives are briefed before important meetings, with relevant background information, priorities and matters requiring decisions.

Communication Management

• Act as the first point of contact for the CEO/Group COO with internal and external clients, ensuring all inquiries are handled appropriately and professionally.
• Draft, send, and manage emails, memos, newsletters, and other forms of communication as may be approved by the CEO/Group COO.
• Identify urgent and strategically important communications, ensure key requests are not lost or delayed, and exercise judgment on matters that can be handled independently and those requiring executive attention.

Meeting and Event Coordination

• Organize and coordinate meetings, appointments, and events, ensuring all logistical details are covered, including venue reservations and catering when necessary.
• Prepare agendas, take detailed meeting minutes, and follow up on action items.
• Follow through to ensure decisions and discussed actions are implemented.
• Maintain a clear record of outstanding executive actions and requests. Follow up with senior executives, Country Managers and departments, identify delays and elevate matters requiring intervention.

Travel Arrangements

• Plan and book complex domestic and international travel itineraries for the CEO/Group COO, including accommodations, ground transportation, and other travel-related activities.
• Create detailed travel schedules and ensure the CEO/Group COO has all necessary documentation.

Administrative Responsibilities

• Develop and maintain an efficient filing system of paper and electronic documents.
• Manage office supplies, updating and maintaining office policies and procedures as required.
• Prepare reports, presentations, and briefs to support the CEO/Group COO in decision-making processes.

Confidentiality and Professional Discretion

• Uphold a strict level of confidentiality concerning all matters related to the CEO/Group COO and the organization.
• Handle sensitive information with integrity and ensure privacy standards are consistently met.

Special Projects and Personal Tasks

• Provide executive and personal support to the CEO/Group COO, including managing special projects and handling ad hoc tasks to ensure the smooth and efficient operation of their offices.
• Develop and implement systems that alert to upcoming deadlines on incoming requests or events.
• Perform any other relevant duties assigned.

Financial Responsibility

• Executive office budget.
• Executive office travel expenses.

Skills & Experience

• A minimum of seven (7) plus working experience in a similar role handling executive management in a busy office, preferably in a fast-paced technology-based company or in a multinational company.
• Proven office administrative experience will be an added advantage.
• Experience working as a virtual assistant would be an added advantage.
• Experience with project management tools and accounting software will be an added advantage.
• Experience managing conflict, negotiating with stakeholders, and making decisions that balance the needs of the organization and its employees.
• At least two years supporting a CEO, Founder, Managing Director or other C-level executive is preferred. Relevant experience may include Executive Assistant, Executive Office, Chief of Staff or senior coordination roles.
• Experience working across multiple countries or departments is highly desirable.
• Experience in gaming, sportsbook, casino, fintech or other digital businesses is an advantage.
• Availability to undertake domestic and international travel as required.

Competencies

• Proficient in Microsoft Office, with aptitude to learn new software and systems.
• High levels of integrity with an ability to maintain confidentiality.
• Good interpersonal skills and ability to work in cross-cultural teams.
• Strong written and verbal communication skills.
• Ability to handle matters with tact and diplomacy.
• Strong time-management, organizational skills and multitasking ability.
• Initiative-taking, attention to detail and able to work independently with minimal supervision.
• Ability to adapt to changing situations in a calm and professional manner.
• Excellent budgeting skills.
• A collaborator with leadership skills.
• An "out of the box" thinker who is self-driven.
• Strong critical thinking skills.
• In-depth understanding of office management procedures, departmental and legal policies.
• Strong proficiency in Excel, PowerPoint, Word, Outlook, Teams and Google Workspace.
• Experience with CRM systems, business intelligence dashboards and tools such as Notion, Asana, Monday.com or Jira is an advantage.
• Commercial awareness and the ability to prioritize activities according to business value and strategic importance.
• Assertiveness and diplomacy when following up with senior stakeholders, with a strong sense of accountability for agreed actions.