Executive Assistant To Managing Director

N R Brothers Multitrade; Sharjah; On-site; AED 201,000 - 335,000; Full time

Job summary

N R Brothers Multitrade in the United Arab Emirates seeks an Executive Assistant to the Managing Director to provide high-level administrative and coordination support. You will manage calendars, coordinate with internal and external stakeholders, prepare briefing notes, and ensure tasks are completed with discretion and accuracy.

The role requires proactive communication, meticulous organization, and the ability to handle confidential information across multiple time zones and departments,

Responsibilities

• Provide high-level executive assistance to the Managing Director.
• Manage and prioritize the MD's calendar, appointments, meetings, calls, and commitments.
• Coordinate internal and external meetings and ensure preparation in advance.
• Maintain a schedule of deadlines, follow-ups, events, travel, and commitments.
• Monitor action items from meetings and follow up with owners.
• Prepare daily, weekly, and monthly schedules and briefing notes.
• Anticipate MD's requirements and arrange necessary information and resources.
• Support timely completion of strategic and operational assignments.
• Handle confidential matters with professionalism and discretion.
• Coordinate and schedule meetings, agendas, and materials.
• Prepare MOM and action-point trackers, and monitor progress.
• Coordinate domestic and international travel and itineraries.
• Prepare management reports, presentations, and summaries.
• Maintain organized records and ensure deadlines are met.
• Escalate delays and ensure timely execution of instructions.

Job description

Role & responsibilities

1. JOB PURPOSE

The Executive Assistant to the Managing Director will provide high-level executive, administrative, coordination, communication, and organizational support to the Managing Director. The position requires a highly organized, proactive, discreet, and commercially aware professional capable of managing multiple priorities, coordinating with internal and external stakeholders, and ensuring that the Managing Director's time and commitments are effectively managed.

The incumbent will act as a key coordination point between the Managing Director, senior management, employees, clients, consultants, business partners, government authorities, and other stakeholders, ensuring timely communication, follow-up, documentation, and execution of assigned matters.

The role requires excellent judgment, confidentiality, communication skills, attention to detail, and the ability to anticipate requirements and resolve issues independently.

2. KEY RESPONSIBILITIES

A. Executive & Management Support

• Provide comprehensive day-to-day executive assistance to the Managing Director.
• Manage and prioritize the Managing Director's calendar, appointments, meetings, calls, and commitments.
• Coordinate internal and external meetings and ensure appropriate preparation in advance.
• Maintain a clear schedule of important deadlines, follow-ups, events, travel, and business commitments.
• Monitor action items arising from meetings and ensure timely follow-up with responsible persons.
• Prepare daily, weekly, and monthly schedules, briefing notes, and priority lists for the Managing Director.
• Anticipate the Managing Director's requirements and proactively arrange necessary information, documents, reports, and resources.
• Support the Managing Director in ensuring timely completion of strategic and operational assignments.
• Handle confidential and sensitive matters with the highest degree of professionalism and discretion.

B. Calendar & Time Management

• Effectively manage a dynamic and frequently changing executive calendar.
• Schedule appointments based on urgency, business priority, and availability.
• Coordinate meetings across different time zones where required.
• Avoid scheduling conflicts and proactively communicate changes.
• Maintain reminders for important meetings, deadlines, renewals, appointments, and business commitments.
• Ensure adequate preparation time is available before critical meetings.

C. Communication & Correspondence

• Act as a professional communication interface for the Managing Director.
• Draft, review, format, and proofread letters, emails, notices, presentations, reports, and other business correspondence.
• Manage communication with senior management, employees, clients, consultants, vendors, government representatives, and business associates.
• Respond to routine communications on behalf of the Managing Director, where authorized.
• Ensure communication is clear, concise, professional, diplomatic, and appropriately prioritized.
• Maintain professional relationships with internal and external stakeholders.
• Escalate important, urgent, or sensitive matters to the Managing Director without delay.

D. Email & Inbox Management

• Manage and organize the Managing Director's email inbox.
• Screen incoming correspondence and prioritize emails based on urgency and importance.
• Identify matters requiring immediate attention.
• Prepare draft responses and correspondence for approval.
• Track pending responses and ensure timely follow-up.
• Maintain appropriate email filing and documentation systems.
• Ensure confidential information is handled securely.

E. Meeting Management

• Coordinate and schedule management meetings, business meetings, client meetings, and other executive engagements.
• Prepare meeting agendas, presentations, briefing documents, reports, and supporting materials.
• Ensure all required documents are available before meetings.
• Attend meetings where required and accurately record Minutes of Meeting (MOM).
• Prepare action-point trackers and monitor completion status.
• Follow up with concerned departments and individuals on pending actions.
• Maintain organized records of meeting minutes and management decisions.

F. Travel & Itinerary Management

• Coordinate domestic and international travel arrangements for the Managing Director.
• Arrange flight tickets, hotel accommodation, airport transfers, transportation, visas, and other travel requirements.
• Prepare detailed travel itineraries and executive travel packs.
• Coordinate changes, cancellations, rescheduling, and emergency travel requirements.
• Maintain records of travel documents, bookings, expenses, and itineraries.
• Coordinate with travel agencies, hotels, airlines, and other service providers.
• Ensure the Managing Director is fully briefed regarding travel schedules and appointments.

G. Documentation & Reporting

• Prepare management reports, presentations, business summaries, dashboards, and executive briefing documents.
• Compile information from different departments for review by the Managing Director.
• Maintain organized physical and electronic records.
• Prepare comparative statements, schedules, trackers, and analytical summaries where required.
• Assist in preparing presentations for management reviews, business meetings, and strategic discussions.
• Ensure documents are accurate, professionally formatted, and submitted within deadlines.

H. Follow-Up & Coordination

• Follow up with department heads, managers, executives, and other employees on instructions issued by the Managing Director.
• Maintain an Executive Action Tracker covering pending assignments, responsible persons, deadlines, and completion status.
• Monitor critical management decisions and ensure proper communication to relevant departments.
• Coordinate between departments to facilitate timely execution of management instructions.
• Escalate delays, bottlenecks, and unresolved issues to the Managing Director.
• Ensure important commitments do not remain unattended.

I. Research & Business Support

• Conduct research on business, market, industry, competitors, customers, suppliers, and other subjects as assigned.
• Collect and summarize relevant information for management review.
• Prepare concise briefing notes and background information before important meetings.
• Assist the Managing Director in evaluating business opportunities and operational matters.
• Support preparation of management presentations and strategic proposals.
• Maintain awareness of relevant business developments and industry trends.

J. Administrative & Expense Management

• Coordinate executive expenses, reimbursements, invoices, and supporting documentation.
• Maintain records of expenses incurred by the Managing Director.
• Coordinate with Accounts & Finance for timely processing and reconciliation.
• Assist in procurement and administrative arrangements for the Executive Office.
• Maintain records of important documents, contracts, correspondence, and approvals.
• Ensure administrative matters assigned by the Managing Director are completed efficiently.

3. CONFIDENTIALITY & INFORMATION SECURITY

The Executive Assistant will have access to sensitive management and business information and must therefore maintain strict confidentiality.

Responsibilities include:

• Protect confidential business, financial, employee, client, and management information.
• Maintain strict confidentiality regarding management discussions and decisions.
• Do not disclose confidential information without appropriate authorization.
• Ensure secure handling of physical and electronic documents.
• Follow company policies relating to information security, data protection, and document control.
• Exercise sound judgment when dealing with sensitive or politically/commercially important matters.

4. STAKEHOLDER MANAGEMENT

The position requires regular interaction with:

Internal Stakeholders

• Managing Director
• CEO / Senior Management
• Department Heads
• General Managers