Executive Assistant

Adearest; Sharjah; On-site; AED 60,000 - 120,000; Full time

Job summary

A prominent service provider in the UAE is seeking a professional to manage executive support tasks, including calendar management, meeting coordination, and stakeholder communication. The ideal candidate will have experience in documentation management and process improvement. This role requires high professionalism and the ability to maintain confidentiality in a fast-paced environment.

Responsibilities

• Manage the GM's calendar and prioritize meetings according to business needs.
• Organize and facilitate executive meetings and take minutes.
• Act as the primary point of contact for internal and external stakeholders.
• Develop and maintain a filing system for sensitive documents.
• Support strategic projects and track progress.
• Identify opportunities to improve workflows and reduce administrative burdens.

Job description

Responsibilities and Duties

1. Executive Support

• Manage and optimize the GM’s calendar including scheduling meetings, anticipating conflicts, and ensuring time is prioritized according to business needs.
• Prepare high-quality reports, presentations, and briefing materials for internal and external meetings.
• Draft, review, and manage executive-level correspondence, ensuring clarity, professionalism, and confidentiality.

2. Meeting & Event Coordination

• Organize and facilitate executive meetings, including agenda preparation, minute-taking, action item tracking, and follow-ups.
• Coordinate logistics for offsite meetings, board sessions, and leadership workshops.
• Manage travel plans, accommodations, and itineraries in line with the GM’s priorities and budget.

3. Stakeholder Communication & Liaison

• Act as the primary point of contact between the GM and internal / external stakeholders.
• Facilitate smooth communication flow across departments, resolving issues and relaying messages promptly.
• Represent the GM in interactions when delegated, ensuring professionalism and alignment with organizational values.

4. Information & Document Management

• Develop and maintain a secure and efficient filing system (physical and digital) for contracts, reports, and sensitive documents.
• Ensure accurate documentation of decisions, policies, and procedures related to the GM’s office.
• Track and manage confidential information with the highest level of discretion.

5. Project & Initiative Support

• Support strategic projects and initiatives by tracking progress, coordinating inputs, and ensuring timely follow-up.
• Conduct research, compile data, and prepare executive summaries and dashboards as requested.
• Assist in budget tracking, procurement requests, and administrative reporting such as Facility management & tracking report.

6. Operational Efficiency & Process Improvement

• Identify opportunities to improve workflows and reduce administrative burden on the GM.
• Implement and maintain executive support tools and platforms (e.g., task managers, calendars, dashboards).
• Coordinate with IT, HR, and Finance departments to ensure the GM’s office operates smoothly.