Executive Assistant

Executive Assistant

We are seeking a highly professional, well-organized, and discreet Executive Assistant to provide comprehensive administrative and executive support to senior management at our office in Burj Khalifa. The successful candidate will be responsible for managing the executive’s schedule, coordinating meetings and appointments, handling correspondence, arranging business travel, and ensuring that day-to-day executive and administrative requirements are handled efficiently and professionally. The role requires excellent organizational skills, attention to detail, strong communication abilities, and the ability to handle confidential information with the highest level of discretion.

Key Responsibilities:

Executive & Administrative Support

 Provide comprehensive administrative and secretarial support to senior management.

 Manage and maintain daily calendars, appointments, meetings, and schedules.

 Coordinate internal and external meetings, appointments, and conference calls.

 Prepare meeting agendas, presentations, reports, correspondence, letters, and other business documents.

 Take meeting minutes and ensure proper follow-up on assigned action items.

 Manage incoming and outgoing emails, correspondence, and communications on behalf of management when required.

 Screen and prioritize calls, messages, and requests, ensuring urgent matters are promptly brought to management's attention.

 Maintain organized and confidential electronic and physical filing systems.

 Prepare, organize, and maintain important company documents, records, and reports.

Business & Travel Coordination

 Arrange domestic and international business travel, including flights, hotels, transportation, and detailed itineraries.

 Coordinate visa applications, travel documentation, and other related requirements when necessary.

 Liaise with hotels, airlines, travel agencies, clients, suppliers, and other external parties on behalf of management.

 Coordinate business meetings, appointments, and schedules with local and international clients and business associates.

 Conduct research and prepare relevant information, reports, and summaries as requested by management.

Communication & Coordination

 Act as a professional point of contact between senior management and internal departments, clients, business partners, and external stakeholders.

 Coordinate with different departments to ensure management's instructions and requirements are properly followed up.

 Maintain professional relationships with clients, VIP guests, business associates, and service providers.

 Follow up on pending matters, deadlines, appointments, and commitments to ensure timely completion.

 Handle sensitive and confidential information with the highest level of professionalism and discretion.

Office & Personal Assistance

 Assist senior management with business and administrative requirements on a daily basis.

 Coordinate office requirements, appointments, reservations, and other arrangements as requested by management.

 Assist with organizing corporate events, meetings, business lunches, and other official functions.

 Manage and coordinate special assignments and projects delegated by management.  Provide assistance with personal administrative matters related to management when required.

 Ensure that all tasks assigned by management are completed accurately and within the required timeframe.

Qualifications

 Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related field is preferred.

 Minimum of 3 years' experience as an Executive Assistant, Personal Assistant, Executive Secretary, or in a similar executive support role.

 Excellent verbal and written communication skills in English.

 Additional language skills are an advantage.

 Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.  Strong organizational, time-management, and multitasking skills.

 Excellent attention to detail and follow-up abilities.  Professional appearance, communication, and conduct.

 Ability to maintain strict confidentiality and handle sensitive information.

 Ability to work independently, take initiative, and prioritize tasks effectively. Preferred Skills

 Previous experience supporting senior executives, CEOs, directors, or business owners.

 Experience in a luxury corporate office, private office, family office, or high-level business environment.

 Strong interpersonal and relationship-management skills.

 Ability to communicate confidently with senior executives, VIP clients, international visitors, and business partners.

 Excellent calendar, meeting, and travel management skills.

 Strong problem-solving skills and the ability to anticipate the needs of management.

 Highly organized, proactive, reliable, and detail-oriented.

 Ability to work efficiently in a fast-paced environment while maintaining a polished and professional demeanor.

Pay: AED6,000.00 - AED10,000.00 per month

Work Location: In person