Executive Assistant/Office Manager

PK Menon; Dubai; On-site; AED 120,000 - 150,000; Full time

Job summary

A prominent organization in Dubai is seeking an experienced Executive Assistant to provide comprehensive support to the CEO. The role involves managing the CEO's schedule, producing reports, and handling communications effectively. The ideal candidate will have 8-10 years of experience in similar roles, possess exceptional organizational and communication skills, and thrive in a fast-paced environment. This key position requires the ability to multitask and maintain confidentiality while enhancing the CEO's productivity.

Qualifications

• 8-10 years of experience supporting Executive/Director level.
• Ability to interact with multi-cultural teams.
• Strong client-service orientation.

Responsibilities

• Maintain CEO's appointment schedule and organize meetings.
• Produce briefing papers, reports, and presentations.
• Manage internal and external communications effectively.

Skills

Presentation skills

Time-management skills

Communication skills

Organisational skills

Attention to detail

Job description

Responsibilities

• Maintains CEO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Producing documents, briefing papers, reports and presentations.
• Flexible in dealing with various tasks (reception, executive assistant, office management).
• Secretarial Duties such as answering phone, making appointments, typing letters, taking minutes.
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Undertaking all executive support work required and helping discharge CEO’s duties efficiently and effectively.
• Organizing and attending meetings and ensuring the CEO is well prepared for meetings.
• Meeting and greeting all visitors.
• Accompanying the CEO in meetings and, attending and representing the CEO by attending meetings in his absence.
• Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserving CEO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating telecommunications.
• Managing internal and external communications to ensure flawless scheduling.
• Working with the global team based outside of U.A.E. on a daily basis.
• Preparing materials for conference calls and meetings.
• Drafting and editing documents to ensure accurate and effective communication.
• Supporting the CEO and team through administration work and adhering to strict confidentiality.
• Handling communication flows and managing travel arrangements.
• Calendar management – arranging meetings according to the CEO’s preferences.
• Assisting in the organisation of company events.
• Proactively managing the daily work to provide excellent support consistently by re‑planning and prioritising work as required.
• Organising seminars and workshops.

Qualifications

We are seeking applicants who can demonstrate significant experience in an international environment and appreciate the business requirements of the clients. Highly energetic, with exceptional communication and interpersonal skills, with a strong client‑service orientation, you will play a pivotal role in the team’s success. This is a busy and dynamic role and the successful applicant must possess excellent time‑management skills and be able to multi‑task, taking on ad‑hoc responsibilities, where and when required.

• Applicant should have strong presentation, organisation, communication and time‑management skills.
• Must be articulate, highly professional and possess strong presentation skills.
• Excellent attention to detail, well‑organised, dedicated, trustworthy and willing to work longer hours when required.
• Strong team player with the ability to work in a multicultural environment.
• Excellent written and verbal communication skills, detail‑oriented, and highly organised.
• Ability to anticipate CEO’s needs and proactively support these needs.
• Must function effectively and efficiently in a fast‑paced professional environment.
• Strong commitment to delivering excellence.
• Ability to interact and communicate with a wide range of multi‑cultural people at different levels.
• Efficient planner and organiser to show productivity and quality in the office.
• Attention to detail.
• Ability to manage multiple tasks simultaneously.
• Ability to make day‑to‑day decisions and meet deadlines.
• Ability at times to work under pressure.
• Years of experience: 8‑10 years reporting to Executive/Director level.