Executive Assistant

Emirates Investment Bank pjsc; Dubai; On-site; AED 150,000 - 200,000; Full time

Job summary

A leading financial institution in Dubai is seeking an experienced Executive Assistant to support the CEO. The role involves managing executive operations, coordinating Board meetings, and handling confidential communications with regulators. Candidates should have a Bachelor's degree, strong English proficiency, and at least 7 years of experience in a similar role, preferably in banking or financial services. This position is crucial for effective administration and requires excellent organization skills.

Qualifications

• Must have a minimum of 7–10 years’ experience as an Executive Assistant or Senior Executive Assistant.
• Experience in a banking or financial services environment is highly preferred.
• Demonstrated ability to handle confidential matters with discretion.

Responsibilities

• Manage the CEO’s calendar and correspondence efficiently.
• Coordinate Board and Committee meetings, including logistics.
• Oversee executive travel arrangements and expenses.

Skills

Strong command of English language

Proficient in MS Office (Word, Excel, PowerPoint, Outlook)

Strong written and verbal communication skills

Arabic language skills

Education

Bachelor’s degree or equivalent professional qualification

Job description

Job Purpose:

• The role is a key enabler in supporting the Chief Executive Officer in the effective management of the CEO Office and day-to-day executive operations.
• The role acts as a trusted liaison between the CEO, Board of Directors, Board Committees, senior management, regulators, and external stakeholders.
• The role is responsible for handling highly confidential matters with professionalism, discretion, and sound judgment, ensuring the smooth coordination of executive, governance, and administrative activities.

Tasks:

CEO Office & Executive Support

• Manage the CEO’s calendar, appointments, meetings, and priorities, ensuring optimal time management and coordination.
• Screen, prioritise, and manage incoming correspondence, emails, and communications on behalf of the CEO.
• Draft, review, and manage executive correspondence, reports, and presentations as required.
• Act as the primary administrative point of contact for the CEO Office.
• Handle sensitive and confidential information with the highest level of discretion and professionalism.

Board & Committee Liaison

• Act as a liaison between the CEO, Board of Directors, and senior management teams.
• Coordinate and organise Board and Board Committee meetings, including preparation of agendas, packs, logistics, and follow‑ups.
• Attend Board and Committee meetings as required and prepare accurate and timely meeting minutes and action trackers.
• Manage the scheduling and logistics of quarterly Board and Board Committee meetings.
• Maintain Board and Committee documentation, records, and filing in line with governance requirements.

Regulatory & External Communications

• Manage formal correspondence and communications with regulators, including the Central Bank, as directed by the CEO.
• Ensure regulatory and official correspondence is tracked, filed, and responded to in a timely manner.
• Coordinate with internal stakeholders to support regulatory submissions and information requests where required.

Travel & Logistics Management

• Organise all CEO travel arrangements, including visas, flights, hotels, ground transportation, and itineraries.
• Coordinate complex domestic and international travel schedules with attention to efficiency and cost control.
• Manage last‑minute changes and travel contingencies as required.

Expenses & Administrative Management

• Manage and reconcile the CEO’s expenses in line with internal policies and timelines.
• Support expense processing and documentation for Board‑related meetings and activities as required.
• Manage filing systems (physical and electronic), records, and documentation for the CEO Office.
• Oversee stationery supplies, couriers, and general office administration for the CEO Office.

Internal Coordination & Events

• Coordinate closely with senior management, HR, Finance, and other departments to support CEO‑related initiatives.
• Organise staff events, leadership meetings, and internal functions as required.
• Support ad‑hoc projects and tasks requested by the Senior Director – HR or other senior stakeholders.

General & Ad‑hoc Support

• Maintain a proactive, solutions‑oriented approach to supporting the CEO and wider leadership team.
• Anticipate needs, manage competing priorities, and ensure smooth execution of executive activities.
• Perform any other duties as reasonably requested in support of the CEO Office.

Qualification:

• Bachelor’s degree or equivalent professional qualification.
• Strong command of English language; Arabic language skills highly advantageous.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.

Experience:

• Minimum of 7–10 years’ experience as an Executive Assistant or Senior Executive Assistant, preferably supporting a CEO, Managing Director, or C‑suite executive.
• Prior experience in a banking, financial services, or regulated environment is highly preferred.
• Demonstrated experience supporting Board and Board Committee governance, including meeting coordination and minute‑taking.
• Proven experience handling highly confidential and sensitive matters with discretion and sound judgment.
• Experience managing complex executive calendars, international travel, and logistics.
• Strong organisational skills with the ability to manage multiple priorities and deadlines under pressure.
• Confident stakeholder management skills, with the ability to interact professionally with senior management, Board members, and regulators.