Executive Assistant to CEO

Xapply; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Egis, a global organisation, seeks an Executive Assistant to provide high-level administrative, operational, and strategic support to the CEO and Executive Leadership Team.

You will partner with senior executives, manage schedules, governance activities, projects, and priorities, and coordinate between the executive team, internal departments, clients, and external stakeholders with utmost confidentiality and professionalism.

Qualifications

• Bachelor's degree in Business Administration or related discipline preferred.
• Minimum 5 years' experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting C-suite executives.
• Experience supporting multiple senior stakeholders simultaneously.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organisational and time-management skills.

Responsibilities

• Manage complex calendars, appointments, and scheduling for the CEO and Executive Leadership Team.
• Coordinate meetings including board meetings and client engagements.
• Screen and prioritize communications and requests.
• Prepare presentations, reports, briefing documents, agendas, and meeting materials.
• Manage travel arrangements and itineraries.
• Track action items and follow-up on key priorities.
• Support governance processes including board reporting.
• Maintain confidential records and document control.
• Oversee executive expense claims and filing systems.
• Assist with procurement and corporate events.

Skills

Microsoft Office

Outlook

Word

Excel

PowerPoint

Teams

Time Management

Communication

Confidentiality

Project Coordination

Administrative Support

Education

Bachelor's degree in Business Administration

Job description

Microsoft Office Suite Outlook Word Excel PowerPoint Teams Organizational Skills Time Management Communication Confidentiality Project Coordination Administrative Support

Description

Egis is a global organisation with over 23,500 employees worldwide. With our head office based in Paris, we offer global career opportunities, as well as offer rewarding careers for our people locally.

Egis is an organisation with a capacity to make meaningful industry and community change in the space of place-making, sustainability and creating connected cities. Different to other engineering firms, Egis offers true end-to-end capability across the entire design-to-operation lifecycle, offering advisory, architecture, engineering, design, asset management and operations services.

We are committed to creating great teams doing innovative work and would loveyouto join us toImpact the Future.

The Executive Assistant provides high-level administrative, operational, and strategic support to the Chief Executive Officer (CEO) and Executive Leadership Team. The role serves as a trusted partner to senior executives, ensuring efficient management of schedules, communications, governance activities, projects, and executive priorities.

The EA acts as a central coordination point between the executive team, internal departments, clients, and external stakeholders while maintaining the highest standards of professionalism, confidentiality, and discretion.

Executive Support

• Manage complex calendars, appointments, and scheduling for the CEO and Executive Leadership Team.
• Coordinate internal and external meetings, including board meetings, leadership meetings, and client engagements.
• Screen and prioritize communications, correspondence, and requests on behalf of executives.
• Prepare presentations, reports, briefing documents, agendas, and meeting materials.
• Manage travel arrangements, accommodation bookings, visas, and detailed itineraries.
• Track action items and ensure follow-up on key business priorities.

Leadership Team Coordination

• Provide administrative support to senior executives including the CFO, HR Director, Operations Director, and other members of the Executive Leadership Team.
• Coordinate leadership meetings, annual planning sessions, and executive workshops.
• Prepare meeting minutes, document decisions, and monitor completion of agreed actions.
• Support cross-functional collaboration and communication across departments.

Project & Business Support

• Assist with the coordination of strategic initiatives and special projects.
• Maintain project trackers and executive dashboards.
• Support the preparation of business cases, reports, and management presentations.
• Monitor deadlines and key deliverables across executive-led initiatives.
• Conduct research and gather information to support executive decision-making.

Governance & Confidentiality

• Maintain confidential company records and executive documentation.
• Support governance processes including board reporting and executive committee meetings.
• Ensure compliance with company policies and document control procedures.
• Handle sensitive information with absolute discretion and professionalism.

Office & Administrative Management

• Manage executive expense claims and approvals.
• Maintain filing systems and document repositories.
• Support procurement and administration requirements for the executive office.
• Assist with corporate events, leadership meetings, and company functions.
• Bachelor's degree in Business Administration or related discipline preferred.
• Minimum 5 years' experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting C-suite executives.
• Experience supporting multiple senior stakeholders simultaneously.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organisational and time-management skills.

Preferred

• Experience within professional services, engineering, construction, consulting, or corporate environments.
• Experience supporting executive committees or board-level activities.
• Project coordination or project administration experience.

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