Executive Assistant

Aujan Coca-Cola Beverages Company (ACCBC); Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading beverage company in Dubai is seeking an Executive Assistant to provide high-quality administrative support to senior leadership. The role includes managing calendars, coordinating meetings, handling correspondence, and overseeing onboarding. The ideal candidate should possess strong organizational and communication skills, ensuring smooth operations and effective time management for leadership. This role plays a crucial part in daily business activities, and candidates with proven experience are encouraged to apply.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.

Responsibilities

• Manage calendars for senior leadership, ensuring zero conflicts.
• Coordinate meetings and prepare necessary materials.
• Handle correspondence and general administrative tasks.

Job description

Job Purpose

The Executive Assistant provides high-quality administrative, coordination, and organizational support to senior leadership within Rani Refreshments. The role ensures smooth day-to-day operations through effective calendar management, meeting coordination, communication handling, interview scheduling, and functional onboarding support.

The position plays a critical enablement role, ensuring leadership time is protected, workflows are organized, and internal coordination is executed with discipline, accuracy, and confidentiality.

Key Roles & Responsibilities

Executive & Leadership Support

• Manage calendars for the General Manager and Franchise Commercial Director, ensuring effective scheduling and zero conflicts.
• Coordinate and arrange meetings, appointments, and leadership engagements.
• Manage correspondence on behalf of leadership for low-priority matters.
• Act as a gatekeeper to leadership time, minimizing interruptions and prioritizing access appropriately.
• Organize meeting materials, documentation, and briefing packs.
• Maintain structured electronic and hard-copy filing systems.
• Prepare, reconcile, and submit expense reports and monthly bills within agreed timelines.
• Coordinate travel arrangements including visas and ticketing using approved Online Travel Systems.
• Screen and route incoming calls and correspondence.
• Scrutinize documents requiring signature to ensure accuracy, legality, and completeness.
• Handle general clerical and administrative tasks with attention to detail and confidentiality.

Meeting & Calendar Management

• Manage Outlook calendars for employees and meeting rooms.
• Book, prepare, and equip meeting rooms as required.
• Arrange audio and video conferencing and conduct pre-meeting technology checks.
• Prepare and circulate agendas, meeting papers, and minutes.
• Ensure optimal use of meeting facilities and technology.

Team & Operational Coordination

• Coordinate travel and logistics for team activities and visitors.
• Prepare and manage documents, spreadsheets, and data sheets to support team efficiency.
• Provide liaison support to internal and external visitors.
• Prepare and process purchase orders, invoices, and CAPEX documentation.
• Coordinate offsite meetings, events, and conferences including logistics and communications.
• Support cross-functional initiatives and projects as required.
• Communicate professionally with customers, suppliers, and agencies via email and telephone.
• Adhere strictly to Document Workflow System (DWS) processes.

Recruitment & Interview Coordination

• Coordinate interview schedules across stakeholders.
• Set up calendar invites and manage logistics for in-person and remote interviews.
• Liaise with candidates on interview timing and arrangements.
• Prepare interview packs including CVs and supporting documentation.
• Conduct technical checks (e.g., Skype/Teams) for remote interviews.

Onboarding & Functional Induction

• Coordinate and deliver functional induction programs for new joiners.
• Introduce new employees to team members and key stakeholders.
• Arrange onboarding schedules, meetings, and induction sessions.
• Set up workstations and coordinate system access (email, phone, door access, parking).
• Ensure all onboarding activities are completed within the first month.

Key Performance Indicators (KPIs)

• Zero calendar conflicts and effective time management for leadership.
• Timely and accurate coordination of meetings, travel, and documentation.On-time submission of expense reports and invoices.
• High quality and accuracy of filing and documentation systems.
• Effective onboarding completion within agreed timelines.
• Positive feedback from leadership and stakeholders on administrative support quality.