Lead Executive Assistant

talabat; Dubai; On-site; AED 180,000 - 240,000; Full time

Job summary

talabat is seeking an Executive Support & Coordination professional to efficiently manage the CEO's calendar, travel plans, and confidential correspondence. You will partner with the CEO, C-suite, and cross-functional leaders to ensure priority initiatives stay on track.

The role covers gatekeeping, meeting logistics, stakeholder engagement, event planning, and project coordination. You will also support budget control, reporting, and development of the EA team as the company scales.

Qualifications

• Experience supporting CEO/C-level executives
• Strong calendar and travel planning skills
• Discretion and confidentiality in handling information
• Excellent written and verbal communication
• Event planning and meeting coordination experience

Responsibilities

• Proactively manage the CEO/CPO/VPC calendar and travel plans
• Coordinate CEO and C-Level schedules and priorities
• Act as gatekeeper and liaison for executives
• Prioritize conflicting requests and handle ad-hoc tasks
• Maintain discretion with confidential information
• Prepare correspondence for the CEO as needed
• Oversee Workday and email admin tasks for the CEO
• Manage meeting room bookings for internal and external stakeholders
• Engage with cross-functional stakeholders to keep executives informed
• Plan and execute ExCo events and travel logistics
• Support budget and expense tracking for executive office
• Create decks and documents for meetings and town halls
• Support project management and process improvements across operations
• Lead and develop the EA team and provide mentorship

Skills

Calendar management

Travel planning

Executive support

Stakeholder coordination

Meeting governance

Tools

Workday

Job description

Executives Support & Coordination

• Proactively execute a broad variety of administrative and personal tasks for the CEO CPO VPC including but not limited to managing an extremely active calendar of meetings submitting expense reports arranging complex and detailed travel plans itineraries and agendas
• Plan coordinate and ensure the CEO & C-Level schedules are followed and respected
• Provide a gatekeeper & gateway role creating win-win situations for the CEO & his directs
• Prioritize conflicting needs handle matters expeditiously proactively & accommodate ad-hoc requests sometimes outside regular work hours
• Maintain discretion and confidentiality in relationships with all C-Level Executives
• Prepare and compose correspondence on behalf of the CEO as requested
• Manage Workday & Email administrative responsibilities on behalf of the CEO
• Ownership of meeting room bookings for internal external & DH stakeholders

Stakeholder Engagement & Relationship Management

• Work closely and effectively with the CEO & the relevant stakeholders to keep him well informed of upcoming commitments and responsibilities following up appropriately
• Establish and maintain healthy relationships with cross-functional business partners Travel Finance Facilities P & C IT etc to support the team programs and goals
• Take a wide range of unsupervised prioritization decisions which helps keep the organization moving forward in an efficient manner being a crucial partner in driving overall organization productivity & efficiency by focusing the executives time on strategic priorities
• Managing and executing engagement initiatives for the wider teams as per ExCo requirements with the main aim of fostering a positive work environment in the relevant functions and resulting in increased eNPS

Event Management & Logistics

• Manage and facilitate ExCo local regional and global events governance and logistics i.e. summits regional and global town halls team building offsites etc
• Recognize ExCo offices requirements and facilitate the procurement of equipment as necessary in accordance with the requests and directives of ExCo
• Comprehensive management of corporate and leisure events as well as offsites for ExCo ensuring seamless execution from planning to post-event follow-up

Communication & Documentation

• Oversee the team budget petty cash corporate credit cards track invoices and advocate for more if necessary to ensure continuous smooth operations
• Creating or compiling the relevant decks documents templates for meetings town halls or summits when necessary
• Manage investors DH entities and external visits governance while ensuring the involved executives are briefed well prepared and aware of the officials investors visitors profiles
• Oversee ExCo committees cadence and attendance minutes taking and distributing key decisions related to the company s OKRs with the relevant stakeholders

Project Management & Process Improvement

• Manage and execute a variety of special projects sponsored by ExCo alongside with the EA team some of which may have organizational impact
• Championing internal processes improvements leading and collaborating on initiatives that result in streamlined workflows enhanced productivity and reduced SLAs for C-level transactions and across various operational aspects of the organization
• Build and maintain the company s internal regional knowledge portal including updating content access restrictions portal design and education
• Creating projects artifacts defining project scopes drawing Gantt Charts and building decks for senior audiences
• Identify report and follow-up on workplace inadequacies while ensuring internal meeting rooms events setup are completed as per requirements
• Communicate performance expectations and deliver feedback during performance review cycles

Team Management & Development

• Manage and lead -by example- direct reports fostering a collaborative and growth-oriented work environment to ensure seamless support for other C-Level Executives
• Support the effectiveness development and growth of the team through knowledge sharing advocacy empowering and mentorship varying across the needs of each team member
• Ensure a team-wide load balance at all times
• Establish and iterate on the EAs team brand mission and vision
• Manage administrative responsibilities for directs including time-off approvals and balance Workday management and team resource maintenance
• Support the team with their every day tasks when needed