We are seeking a highly organized and proactive Executive/Personal Assistant to provide comprehensive administrative support to senior executives in a dynamic and fast-paced environment. The ideal candidate will have excellent communication skills, a high level of discretion, and the ability to manage multiple tasks efficiently. This role requires a strategic thinker who can anticipate the needs of the executives and ensure seamless business operations.

Key Responsibilities:

• Administrative Support: Manage and maintain executives' schedules, including meetings, appointments, travel arrangements, and events. Handle day-to-day administrative tasks, including email management, phone calls, and correspondence.
• Meeting Coordination: Prepare agendas, materials, and presentations for meetings. Attend meetings to take detailed minutes, track action items, and ensure follow-up.
• Travel Management: Organize and coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries. Ensure all logistics are managed smoothly.
• Communication: Serve as the primary point of contact between executives and internal/external stakeholders. Handle confidential information with integrity and professionalism.
• Project Management: Assist in the planning and execution of projects, coordinating with various departments to ensure timely delivery of tasks. Follow up on project deadlines and deliverables.
• Document Management: Prepare, review, and edit documents, reports, and presentations. Organize and maintain filing systems, both electronic and physical.
• Office Management: Monitor office supplies and coordinate with vendors for procurement. Assist with event planning for team gatherings, meetings, and other corporate events.
• Budgeting & Expense Reporting: Track and manage expense reports, budgets, and invoices. Reconcile receipts and ensure compliance with company policies.
• Research & Analysis: Conduct research as required to support decision-making. Provide data analysis and generate reports on specific projects or initiatives.

Qualifications:

• Experience: Minimum of 5 years of experience as an Executive Assistant or in a similar role, preferably supporting C-level executives.
• Education: Bachelor's degree in Business Administration, Management, or a related field is preferred.
• Skills:
  • Strong organizational and time management skills with the ability to prioritize tasks effectively.
  • Excellent written and verbal communication skills in English (knowledge of Arabic is an advantage).
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
  • Discretion and confidentiality in handling sensitive information.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Strong problem-solving skills and attention to detail.
  • Flexibility to adapt to changing priorities and handle multiple projects simultaneously.

Preferred Qualifications:

• Experience in multinational companies or in the UAE market.
• Knowledge of office management systems and procedures.
• Familiarity with travel booking platforms and expense management software.