Executive Assistant to Chief Executive Officer

Confidential; Dubai; On-site; USD 50,000 - 80,000; Full time

Job summary

A leading organization seeks an Office Support Manager to enhance operational effectiveness and support the CEO. The role encompasses overseeing administrative staff, managing communications, and developing efficient office systems and procedures. Ideal candidates should possess extensive administrative experience, excellent communication skills, and the ability to handle confidential information meticulously.

Qualifications

• At least 10-15 years of experience in administrative roles or office management.
• Strong verbal and written communication skills.
• Ability to manage sensitive information discreetly.

Responsibilities

• Act as a primary point of contact for the CEO, managing their schedule and correspondence.
• Oversee administrative staff, ensuring timely task completion.
• Arrange complex travel itineraries and coordinate events.

Skills

Calendar Management

Communication Skills

Confidentiality

Time Management

Attention to Detail

Interpersonal Skills

Supervision

Education

Bachelor's degree in business administration or related field

Job description

Section I: Job Purpose

The role holder is responsible for maintaining office efficiency by planning and implementing office systems, procedures, and policies. The Office support Manager will perform a wide range of administrative activities and assist the CEO to facilitate the efficient operation of the organization. Also, possess exceptional organizational abilities, discretion, and the capability to handle sensitive information in a fast-paced and dynamic environment.

Section II: Key Responsibilities

Executive Support

• Act as the primary point of contact for the CEO, managing their schedule, appointments, and correspondence.
• Prioritize and manage the CEO’s daily agenda, ensuring optimal use of time and handling last-minute changes efficiently.
• Prepare reports, presentations, and documents for meetings and presentations.
• Attending executive meetings with the CEO, take meeting minutes follow up on any tasks related to CEO.

Administrative Management

• Oversee administrative staff within the CEO's office, providing guidance, assigning tasks, and ensuring tasks are completed in a timely manner.
• Maintain and update records, files, and databases; handle confidential information with the utmost discretion.
• Coordinate and facilitate communication between the CEO's office and various internal/external stakeholders.
• Serve as the first point of contact to answer, screen, and transfer incoming calls as well as office visitors.
• Provide comprehensive administrative support to multiple Directors, including calendar management, meeting coordination, and correspondence handling.

Office Operations

• Manage office supplies, equipment, and facilities for the CEO's office, ensuring smooth operations.
• Liaise with vendors, service providers, and other external parties to support the needs of the CEO's office.

Travel and Event Coordination

• Arrange complex travel itineraries, accommodations, and logistics for the CEO and, when necessary, other executive team members.
• Coordinate and organize events, meetings, and conferences, managing all logistical aspects efficiently.
• Build and promote an organization culture that encourages innovation and reward performance that leads to enhanced staff motivation and retention.

Section III: Qualifications, Experience & Skills

Minimum Qualification:

• Bachelor's degree in business administration, office management, or a related field preferred.
• Courses in organizational behavior, business management, accounting, communications, and office administration can be particularly beneficial.

Experience:

• Minimum 10 to 15 years of experience in administrative roles, office management, or related positions is often considered valuable.
• Proven track record, skills, and experience managing office operations can outweigh formal education in some cases.

Skills:

• Ability to efficiently manage complex calendars, prioritize tasks, and coordinate multiple projects simultaneously.
• Excellent verbal and written communication skills to interact professionally with internal and external stakeholders, drafting emails, memos, and reports on behalf of the CEO.
• Capacity to handle sensitive information with utmost confidentiality and discretion.
• Proficiency in managing time effectively, scheduling meetings, and optimizing the CEO's daily agenda.
• Keen attention to detail in managing correspondence, preparing documents, and ensuring accuracy in all tasks.
• Excellent interpersonal skills to interact with individuals at all levels of the organization, external partners, and VIP clients.
• Ability to supervise and coordinate administrative staff, delegating tasks, and ensuring smooth office operations.