Executive Assistant to the COO

Combuzz HR Solutions; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading HR Solutions firm in Dubai seeks an experienced Executive Assistant to support the COO. The ideal candidate will manage complex scheduling, serve as a communication liaison, and assist with project management and event planning. This position requires exemplary organizational skills, a proactive approach, and the ability to maintain confidentiality. Candidates should be proficient in Microsoft Office and have a minimum of 5 years of experience in a similar administrative role. Fluency in Arabic is a plus.

Qualifications

• Minimum of 5 years of experience as an Executive Assistant or in a similar role.
• Impeccable organizational and time management skills.
• Ability to prioritize tasks multitask and thrive in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact professionally.

Responsibilities

• Manage the COO's complex calendar, prioritizing appointments and commitments.
• Liaise with department heads to facilitate communication and coordinate initiatives.
• Assist with special projects and track progress.
• Prepare expense reports accurately and in a timely manner.

Skills

Organizational skills

Communication skills

Interpersonal skills

Time management

Ability to multitask

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office Suite

Job description

The Executive Assistant provides toptier administrative logistical and project coordination support to the COO ensuring optimal efficiency of the executive office and streamlined operations within the organization. This role requires a highly organized detailoriented and proactive individual with exceptional communication and interpersonal skills.

Key Responsibilities

Calendar and Schedule Management

• Proactively manage the COOs complex and dynamic calendar prioritizing appointments meetings and commitments.
• Schedule internal and external meetings ensuring seamless coordination with relevant stakeholders preparation of agendas and distribution of briefing materials.
• Coordinate travel arrangements including flights accommodations transportation and detailed itineraries.

Communication Gatekeeper

• Serve as the primary point of contact for the COO fielding phone calls emails and other 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 crossfunctional initiatives on behalf of the COO.
• Ensure that routine housekeeping of each department is followed
• KPI submission
• Reports after meeting the Finance Manager
• Extraordinary expenses get approved in real time

Project and Event Support

• Assist with special projects and initiatives as directed by the COO providing research data collection and progress tracking.
• Plan and execute executivelevel events including conferences offsites and VIP functions.

Expense Management and Reporting

• Prepare and submit expense reports for the COO in a timely and accurate manner.
• Track and reconcile budget items related to the COO s office.

Office Management

• Maintain a wellorganized and efficient executive office environment.

Qualifications

• Bachelors degree preferred or equivalent experience in a relevant field.
• Minimum of Number years of experience as an Executive Assistant or in a similar administrative role supporting seniorlevel executives.
• Impeccable organizational and time management skills.
• Ability to prioritize tasks multitask and thrive in a fastpaced environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact professionally with various stakeholders at all levels.
• Expertise in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other relevant software.
• Unquestionable professionalism discretion and the ability to maintain confidentiality.

Additional Desirable Skills

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