Executive Assistant to the COO

Combuzz HR Solutions; Dubai; On-site; AED 120,000 - 150,000; Full time

Job summary

A leading HR solutions provider in Dubai is seeking an experienced Executive Assistant to support the COO. The ideal candidate will manage the COO's calendar, handle communication, and assist with projects. This role requires impeccable organizational and communication skills, a degree, and proficiency in Microsoft Office. Knowledge of Arabic is a plus. Competitive compensation and a dynamic working environment offered.

Qualifications

• Minimum of 3 years experience as an Executive Assistant or in a similar role.
• Ability to prioritize and multitask effectively.
• Expertise in drafting correspondence, memos, and reports.

Responsibilities

• Manage the COO's calendar and schedule appointments.
• Serve as the primary point of contact for the COO.
• Assist with special projects and prepare expense reports.

Skills

Organizational skills

Communication skills

Interpersonal skills

Time management

Proactivity

Microsoft Office Suite

Discretion

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

The Executive Assistant provides top-tier 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, detail-oriented, and proactive individual with exceptional communication and interpersonal skills.

Key Responsibilities:

• 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, 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 cross-functional initiatives on behalf of the COO.
• Ensure that routine housekeeping of each department is followed, including KPI submission, reports after meeting the Finance Manager, and approval of extraordinary expenses 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 executive-level events, including conferences, off-sites, 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 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 administrative role supporting senior-level executives.
• 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 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.