Executive Assistant to the COO

Combuzz HR Solutions; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

A leading company seeks an organized and proactive Executive Assistant to support the COO. This role involves managing schedules, communications, and assisting with project coordination to ensure optimal efficiency. Ideal candidates will have strong organizational skills, experience in similar roles, and proficiency in Microsoft Office Suite.

Qualifications

• Minimum of several years of experience as an Executive Assistant or in a similar role.
• Ability to prioritize, multitask, and thrive in a fast-paced environment.
• Fluency in Arabic is a plus.

Responsibilities

• Manage the COO's calendar and schedule internal and external meetings.
• Serve as the primary point of contact for the COO, handling communications.
• Assist with special projects and plan executive-level events.

Skills

Organization

Communication

Interpersonal Skills

Time Management

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

The Executive Assistant provides top-tier administrative, logistical, and project coordination support to the COO, ensuring the optimal efficiency of the executive office and streamlined organizational operations. This role requires a highly organized, detail-oriented, and proactive individual with exceptional communication and interpersonal skills.

Key Responsibilities:

1. Calendar and Schedule Management:

• Proactively manage the COO's complex and dynamic calendar, prioritizing appointments, meetings, and commitments.
• Schedule internal and external meetings, ensuring seamless coordination with relevant stakeholders, and prepare agendas and briefing materials.
• Coordinate travel arrangements, including flights, accommodations, transportation, and detailed itineraries.

Communication Gatekeeper:

• Serve as the primary point of contact for the COO, handling phone calls, emails, and inquiries.
• Screen, prioritize, and redirect communications as necessary, demonstrating discretion and judgment.
• Compose and draft correspondence, memos, reports, and presentations on behalf of the COO.

Working with Department Heads:

• Liaise with department heads and senior leaders to facilitate communication, prioritize projects, and coordinate cross-functional initiatives.
• Ensure routine housekeeping of each department is maintained, including KPI submissions, reports after meetings with the Finance Manager, and approval of extraordinary expenses in real-time.

Project and Event Support:

• Assist with special projects and initiatives, providing research, data collection, and progress tracking.
• Plan and execute executive-level events, including conferences, offsites, and VIP functions.

Expense Management and Reporting:

• Prepare and submit expense reports for the COO accurately and promptly.
• Track and reconcile budget items related to the COO's office.

Office Management:

• Maintain a well-organized and efficient executive office environment.

Qualifications:

• Bachelor's degree preferred or equivalent experience in a relevant field.
• Minimum of [Number] years of experience as an Executive Assistant or in a similar role supporting senior executives.
• Impeccable organizational and time management skills.
• Ability to prioritize, multitask, and thrive in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills to interact professionally with stakeholders at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and relevant software.
• Unquestionable professionalism, discretion, and confidentiality.

Additional Desirable Skills:

• Project management experience.
• Fluency in Arabic is a plus.