Executive Assistant

Dna Uae; Dubai; On-site; AED 240,000 - 360,000; Full time

Job summary

Dna Uae is seeking an experienced Executive Assistant to support the Head of MEA and oversee MEA office operations. The role centers on calendar and travel management, meeting coordination, and strategic support for spin-offs and office setups.

The successful candidate will bring at least 10 years of experience, excellent English and Arabic communication, and strong MS Office skills to drive efficiency across the executive office and regional operations.

Qualifications

• Min 10 years of experience as an Executive Assistant, preferably in a multinational company or within the healthcare industry.
• Excellent verbal and written communication in English and Arabic.
• High proficiency in Microsoft Office Suite and other business software.

Responsibilities

• Executive support: manage calendar, travel, meetings, minutes, and action items for the Head of MEA.
• Office management: lead office setups, legal entities, policy development, and supplier coordination across the MEA region.

Skills

Organizational skills

Multitasking

Communication

Interpersonal skills

Travel readiness

Tools

Microsoft Office

Job description

The Executive Assistant MEA will play a crucial role in ensuring the efficient operation of the executive office and overseeing office management activities across the MEA region. Reporting directly to the Head of MEA, this role demands exceptional organizational and communication skills to anticipate and respond to the executive’s needs. The position encompasses high-level executive support, including managing the executive’s calendar, communications, and projects, while also leading the implementation of office setups, legal entities, and administrative processes, particularly during the spin-off phase.

Executive Assistant - Job Responsibilities:

Executive support

• Calendar Management: Efficiently manage the Head of MEA’s calendar, including scheduling meetings, travel, and events. Anticipate and adjust appointments to optimize time and ensure alignment with priorities.
• Travel Coordination: Arrange international and domestic travel, including flights, accommodations, and itineraries. Ensure logistics are meticulously organized to support the Head of MEA’s demanding schedule.
• Meeting Coordination: Schedule, prepare materials, and organize meetings, conferences, and video calls. Guarantee all meetings align with strategic objectives.
• Documentation and Reports: Prepare and manage reports, presentations, and other documents. Accurately take meeting minutes and track action items to ensure timely follow-up.
• Delegated Responsibilities: Complete tasks delegated by the Head of MEA promptly, escalating concerns when necessary to ensure the executive’s focus remains on critical matters.

Office Management

• Office Implementation: Lead the setup, relocation, or closure of offices across the MEA region, ensuring facilities management, vendor coordination, and compliance with local regulations are seamlessly executed.
• Legal Entities Management: Support the establishment and maintenance of legal entities in the MEA region, ensuring alignment with corporate policies and adherence to local laws.
• Policy Development: Develop and enforce office management policies and procedures to enhance operational efficiency.
• Supplier Coordination: Manage relationships with office suppliers and service providers, negotiating contracts and ensuring cost-effective solutions.

Project Management

• Cross-functional Collaboration: Liaise with various departments (HR, Finance, Operations, and Sales) to ensure the Head of MEA receives the necessary materials and data for informed decision-making.
• Spin-off Support: Coordinate activities related to organizational changes during the spin-off phase, ensuring smooth transitions for legal and operational structures.
• Event Planning: Organize executive events, team-building activities, business meals, and other corporate events that reflect company values and priorities.

Administrative Support

• Document Management: Maintain organized and confidential records, ensuring easy accessibility for the Head of MEA.
• Expense Management: Handle expense reports and manage the Head of MEA’s budget, ensuring accurate tracking and timely submissions for approval.
• Meeting Preparation: Develop comprehensive briefing materials and presentations for meetings with senior leadership, external stakeholders, and clients.

Executive Assistant - Job Requirements:

• Min 10 years of experience as an Executive Assistant, preferably in a multinational company or within the healthcare industry
• Exceptional organizational skills, attention to detail, and the ability to multitask.
• Excellent verbal and written communication skills in both English and Arabic.
• High-level proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other business-related software.
• Strong interpersonal and communication skills, with the ability to interact with senior executives, external stakeholders, and internal teams.
• Proactive, adaptable, and capable of handling a fast-paced environment with minimal supervision.
• Ability to manage confidential information with discretion and professionalism.
• Travel: Willingness to travel as required.