Executive Assistant to CEO & General Manager - Arabic Speaking Required

Dr Scent; Sharjah; Presencial; AED 201.000 - 312.000; Jornada completa

Descripción de la vacante

Dr Scent is seeking an Executive Assistant to the CEO & GM to act as a proactive, high-level partner, coordinating priorities, tracking directives, and ensuring timely completion of strategic initiatives.

You will manage calendars, coordinate meetings, prepare board packs, liaise across departments, and safeguard confidential information while maintaining operational momentum and alignment with leadership goals.

Formación

• Bachelor's degree in a related field.
• 3–5 years supporting C-level executives in a fast-paced corporate environment.

Responsabilidades

• Track directives, actions, and deadlines from CEO/GM.
• Coordinate meetings, minutes, and follow-up with owners and deadlines.
• Bridge communication between CEO/GM and internal departments.
• Manage executive calendars and travel arrangements for CEO/GM.
• Draft, format, and manage executive correspondence and approvals.

Conocimientos

Proactive follow-up

MS Office proficiency

Bilingual English/Arabic

Time management

Stakeholder management

Educación

Bachelor's degree in Business Administration or related field

Herramientas

MS Office Suite

Task management software

Virtual meeting platforms

Office management systems

Descripción del empleo

Role Summary

The Executive Assistant to the CEO & GM acts as a proactive, high-level organizational, coordination, and follow-up partner to executive leadership. Beyond managing schedules and correspondence, this role focuses on tracking management directives, following up across departments, monitoring critical deadlines, and ensuring that all assigned tasks and strategic initiatives are completed on time. The position serves as a primary bridge between executive management and internal/external stakeholders to maintain operational momentum and ensure business alignment.

Key Responsibilities

1. Executive Directives & Action Item Tracking

• Proactively track, manage, and follow up on management directives, decisions, and action items originating from the CEO and GM.
• Liaise directly with department heads and teams to monitor progress, enforce deadlines, and ensure timely completion of assigned tasks and projects.
• Maintain a central task tracker/dashboard for key executive initiatives, providing regular updates to the CEO and GM on completion statuses, bottlenecks, and overdue items.
• Identify potential operational delays or operational risks, escalating issues promptly to leadership with proposed solutions.

2. Meeting Coordination, Minutes & Follow-up

• Coordinate executive meetings, prepare board packs, agendas, and meeting venues, ensuring all required materials are distributed in advance.
• Attend executive and board meetings, record comprehensive and accurate meeting minutes, and document clear action items with assigned owners and deadlines.
• Drive systematic follow-up with responsible parties after meetings to verify that agreed actions are executed as planned.

3. Cross-Departmental Liaison & Operational Coordination

• Act as an assertive and reliable bridge of communication between the CEO/GM office and internal departments, ensuring leadership directives are cascaded accurately and executed efficiently.
• Coordinate cross-departmental administrative requests, special projects, and operational workflows assigned directly by the CEO or General Manager.
• Review incoming operational reports and requests before submission to executive management to ensure completeness and accuracy.

4. Executive Schedule & Logistics Management

• Manage and maintain complex, dynamic calendars for the CEO and GM, scheduling appointments, board meetings, internal huddles, and external stakeholder engagements.
• Prioritize meeting requests, screen inquiries, and resolve scheduling conflicts proactively.
• Coordinate travel arrangements, including flight bookings, hotel accommodations, and ground transportation, ensuring smooth and efficient itineraries for executive travel.

5. Communication & Document Control

• Serve as a primary professional gatekeeper, screening and routing incoming phone calls, emails, and physical correspondence for the CEO and GM.
• Draft, proofread, and format official executive correspondence, memos, reports, business presentations, and emails.
• Facilitate secure electronic signatures and coordinate documentation approvals across departments and external partners.
• Maintain a secure, organized electronic and physical filing system for confidential executive documents, contracts, board resolutions, and correspondence.
• Handle highly sensitive corporate, financial, and personnel information with strict confidentiality and professional discretion.

Skills & Competencies

• Proactive Follow-Up & Task Tracking: Strong organization, rigorous follow-up capabilities, and the ability to monitor deadlines and hold teams accountable.
• Technical Skills: Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), task management software, virtual meeting platforms, and office management systems.
• Communication Skills: Exceptional written and verbal communication skills in English and Arabic (mandatory).
• Organizational & Time Management: Superior organizational skills with the ability to multitask, prioritize high-pressure tasks, and meet tight deadlines.
• Interpersonal Skills: Outstanding stakeholder management, emotional intelligence, assertiveness, and professional presentation.
• Personal Attributes: Unwavering commitment to confidentiality, high attention to detail, proactive problem-solving mindset, and professional poise under pressure.

Qualifications and Education

• Education: Bachelor’s degree in Business Administration, Corporate Communications, or a related field.
• Experience: Minimum 3 to 5 years of proven experience supporting C-level executives (CEO, Managing Director, or General Manager) as an Executive Assistant or Operations Coordinator in a fast-paced corporate environment.