Executive Assistant

House of Shipping; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading company in the shipping and logistics sector is seeking an Executive Assistant to provide support to C-Level executives. This key role involves managing complex administrative tasks, including calendar management, communications, and event coordination. Ideal candidates should be proactive, well-organized, and possess strong communication skills. Relevant experience in customer-facing roles and proficiency in MS Office are preferred.

Qualifications

• Good computer skills (MS Office – Excel, Word, PowerPoint).
• 5 years' relative experience in shipping/logistics industry preferred.
• Relevant experience in customer/client facing roles.

Responsibilities

• Provide sophisticated calendar management for C-Level.
• Answer inquiries and maintain the office filing system.
• Coordinate all Executive Team meetings and retreats.

Skills

Organization

Proactivity

Communication

Education

Graduate level education

Tools

MS Office

Job description

Role - Executive Assistant to C-Level

Job Location: Dubai

Who we are

House of Shipping provides business consultancy and advisory services for Shipping & Logistics companies. House of Shipping's commitment to their customers begins with developing an understanding of their business fundamentals.

Currently House of Shipping is recruiting for Executive Assistant to C-Level to join the team.

Main tasks and responsibilities

• Answer main phone line and respond to inquiries
• Provide hospitality to all guests and help to create a welcoming environment
• Organize and maintain the office filing system
• Liaise with clients, suppliers, advisors, shareholders, intercompany directors and other staff
• Provide sophisticated calendar management for C - Level. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
• Work closely with the C-Level to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the C - Level updated. Anticipate C- Levels needs in advance of meetings, conferences, etc.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Act as an office manager by keeping up with office supply inventory - replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Rack daily expenses and prepare weekly, monthly or quarterly reports
• Provide event management, flight & hotel booking and travel management support as requested for C-Level and guests/family
• Word processing, dealing with correspondence, writing emails/letters and corporate documentations/SOP’s/policies, taking dictation, typing minutes and meeting reports
• Design and produce documents, briefing papers, reports and presentations
• Oversee the performance of other clerical staff
• Other projects/duties as assigned by the C-Level.

Qualifications/ Experience & Competencies.

• Graduate level education (or sufficient experience), Good computer skills (MS Office – Excel, Word, PowerPoint), other relevant software (CRM etc.)
• 5 years' relative experience in the shipping/logistics industry, but this is not mandatory
• Relevant experience in customer/client facing roles
• Proven success of people/staff management
• Well organized
• Proactive
• Smart and presentable in person