Executive Assistant

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

Job summary

A leading recruitment platform is seeking an Executive Assistant to support the General Manager in Sharjah. The ideal candidate will manage calendars, coordinate meetings, and handle high-level communication. This full-time position requires expertise in administrative support, with responsibilities including report preparation, travel management, and facilitating internal communication.

Responsibilities

• Manage and optimize the GM's calendar and schedule meetings.
• Prepare high-quality reports and presentations.
• Draft and manage executive-level correspondence.
• Organize and facilitate executive meetings.
• Coordinate logistics for off-site meetings and workshops.
• Manage travel plans and accommodations for the GM.
• Act as the primary contact between the GM and stakeholders.
• Facilitate smooth communication across departments.
• Represent the GM in delegated interactions.
• Maintain a secure filing system for documents.
• Ensure accurate documentation of decisions and policies.
• Track and manage confidential information.
• Support strategic projects and initiatives.
• Conduct research and prepare executive summaries.
• Assist in budget tracking and administrative reporting.
• Identify opportunities to improve workflows.
• Implement executive support tools and platforms.
• Coordinate with IT, HR, and Finance departments.

Job description

Executive Assistant – General Manager Support

Support the General Manager by managing calendars, coordinating meetings, facilitating communication, and handling administrative tasks.

Responsibilities and Duties

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

Job Details

• Role Level: Mid‑Level
• Work Type: Full‑Time
• Country: United Arab Emirates
• City: Sharjah
• Company Website: http://www.adearest.com
• Job Function: Administrative Support
• Industry/Sector: Industrial Machinery Manufacturing

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