Executive Assistant - Dubai

Ultimate HR Solutions; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

A leading recruitment agency is seeking an experienced Executive Assistant in Dubai. The ideal candidate will manage the Director General's schedule, provide administrative support, and handle sensitive inquiries. Proficiency in Microsoft Office, excellent bilingual communication skills in English and Arabic, and at least seven years of relevant administrative experience are required. This role demands strong organizational skills and the ability to function under pressure. Flexibility to work long hours and on weekends may be necessary.

Qualifications

• At least seven years of relevant administrative experience, five in Executive Assistant roles.
• Proficiency in Microsoft Office, Adobe Acrobat, and social media platforms.
• Strong organizational skills and attention to detail.

Responsibilities

• Acts as the first contact point for the DG office.
• Provides secretarial and administrative support to the Director General.
• Manages the DG's daily schedule and travel arrangements.

Skills

Proficiency in Microsoft Office

Communication in English and Arabic

Organizational skills

Interpersonal skills

Problem-solving

Confidentiality handling

Education

Undergraduate degree

Job description

Job Responsibilities:

• Acts as the first contact point for all matters concerning the DG office and responds to internal and external inquiries as appropriate ensuring that appropriate followup actions take place.
• Provides secretarial and administrative support coordination and oversight to the Director Generals Office (DGO) setting work priorities and ensuring deadlines are met including drafting/editing correspondence letters reports agendas meeting notes action points etc.
• Manages the DGs daily schedule and office task list.
• Arranges DGs meetings ensuring agenda and documentation are made available and distributed in a timely manner.
• Ensures the highest level of discretion judgment and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organized manner.
• Arranges complex and detailed travel plans itineraries and agendas; and compiles documents for travelrelated meetings.
• Manage travel arrangements for the Office of the DG including complex travel itineraries visas hotel bookings and expenses.
• Provides administrative support to the Directors Leadership Team as required and ensure timely followup of action points.
• Makes logistical arrangements for internal and external meetings convened by the DG or his/her assignee.
• Drafts letters and memoranda for final approval and signature by the DG.
• Communicates on behalf of the DG with Board members donors and others on matters related to DGs programmatic initiatives.
• Researches prioritizes and follows up on incoming issues and concerns addressed to the DG including those of a sensitive or confidential nature.
• Liaise between the DG office in HQ and the CAC office.
• Works collaboratively builds and maintains positive relationships with all members of staff and contacts within and outside the Center.
• Works closely and effectively with the DG to keep her wellinformed of upcoming commitments and responsibilities.
• Manages a variety of special projects for the DG some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously proactively and followsthrough on projects to successful completion often with deadline pressures.

Qualifications and Experience:

• Undergraduate degree with at least seven years of relevant administrative experience of which at least five years should be in Executive Assistant positions preferably in an international nonprofit organization.
• High degree of Proficiency in Microsoft Office (Outlook Word Excel and PowerPoint) Adobe Acrobat and Social Media web platforms.
• Excellence in communication (written and spoken) in English and Arabic.
• Arabic reading and writing skills (native level) are mandatory.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details.
• Excellent interpersonal skills flexibility and ability to work in a teamoriented multicultural environment with staff at all levels as well as stakeholders including board members external partners donors etc..
• Demonstrates proactive approaches to problemsolving with strong decisionmaking capability Emotional maturity.
• Ability to function under time pressure and to handle multiple tasks in a fastpaced environment of changing priorities.
• Highly resourceful teamplayer with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion be adaptable to various competing demands and demonstrate the highest level of client service and response.
• Demonstrated ability to achieve highperformance goals and meet deadlines in a fastpaced environment.
• Forwardlooking thinker who actively seeks opportunities and proposes solutions.
• Demonstrates ownership and accountability for results.
• Flexibility and willingness to work long hours and on occasional weekends when necessary