EH188 - Executive Assistant - Abu Dhabi

Overview

An executive assistant is being sought in Abu Dhabi. They will be handle a variety of responsibilities ranging from daily administrative tasks to high-priority projects. The ideal candidate will be proactive, detail-oriented, and capable of working in a fast-paced environment with accuracy and discretion.

Responsibilities

Day-to-day responsibilities would include a combination of the following:

Executive & Admin Support

• Calendar Management: Coordinate and manage complex scheduling of meetings, appointments, and events, with a keen understanding of priorities and commitments in various time zones.
• Document Preparation: Draft and edit correspondence, presentations, reports, and agendas to a high professional standard with high accuracy and attention to detail.
• Email and Communication Management: Screen, prioritize, and manage email communications and inquiries, ensuring timely responses and follow-up actions.
• Travel Arrangements: Plan and book travel itineraries, including flights, accommodations, and transportation, ensuring smooth logistics.
• Expense Reporting: Manage expense reporting, including submissions, reimbursements, receipt tracking, and reconciliation.
• System Creation and Efficiency: Create systems to streamline recurring tasks and maximize efficiency through the use of technology.
• Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items
• Screen and prioritize emails, phone calls, and correspondence, as needed
• Handle multiple time zones (US HQ) and adjust schedules accordingly to accommodate changing priorities and last-minute adjustments
• Plan and execute flawless logistics for meetings, events, and travel, ensuring all arrangements align with preferences and requirements
• Maintain accurate records, files, and databases, keeping track of important documents, contracts, policies and agreements

Project Management and Support

• Special Projects Assistance: Support various projects, initiatives, focusing on strategic objectives and critical engagements.
• Event Coordination: Assist in planning and organizing events, from venue selection and guest list management to coordinating on-site logistics for seamless execution.
• Stakeholder Engagement: Assist in maintaining and cultivating relationships with stakeholders, demonstrating professionalism and cultural sensitivity.

Gift Sourcing and Procurement

• Sourcing: Identify, research, and source high-end, culturally appropriate gifts for a range of occasions, often involving bespoke or custom-made items.
• Vendor Relations: Build and maintain relationships with regional vendors, ensuring access to unique and exclusive items.
• Logistics Coordination: Manage the logistics of purchasing, delivery, and quality control of gifts, including tracking and ensuring timely delivery.
• Inventory Management: Maintain an organized inventory management system, regularly assessing stock levels, coordinating restocking, and tracking high-value or bespoke items. Collaborate with vendors for quality procurement and manage storage logistics, including seasonal item care.

Strategic Engagement and Research

• Research & Reporting: Conduct in-depth research on varied topics as needed, preparing reports and updates for strategic decision-making.
• Problem Solving and Decision Making: Anticipate and address challenges, utilizing sound judgment and discretion to navigate sensitive situations.

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Minimum of 5 years of experience as an Executive Assistant or in a similar role.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle multiple tasks and work under pressure.

Requirements

• Cultural Competence: Familiarity with Middle Eastern culture and customs.
• Project Management Skills: Demonstrated ability to manage multiple tasks and projects with competing priorities in a high-stakes environment.
• Exceptional Interpersonal and Communication Skills: Strong written and verbal communication abilities, with high attention to detail.
• Strong Organizational Skills: Highly organized, with excellent time management skills and the ability to anticipate needs.
• Professionalism and Discretion: Proven track record of maintaining confidentiality and managing sensitive information.
• Familiarity with travel coordination and logistics.
• Experience in event planning and coordination.
• Strong problem-solving and decision-making abilities.
• Discretion and confidentiality in handling sensitive information.
• Flexibility to adapt to changing priorities and last-minute adjustments.
• The role requires flexibility, as there may be occasional weekend or evening work to accommodate the scheduling needs.
• The position is based in Abu Dhabi.

Salary and Benefits

Salary:

o DOE

Holidays:

o 30 business days holidays

o UAE public holidays

Health and Life Insurance:

o Medical insurance under Company name Insurance Plan for family status, the same will be extended to spouse and children (maximum of 3 eligible children). Life insurance will be provided to yourself.

Financial Benefits:

o Discretionary Bonus

o Annual education allowance as per the policy for up to three dependent children residing in the UAE between the age of 3 and 18 years of age

Work Environment:

o Office based

o Team building events

Visa Sponsorship:

o The Company will sponsor your work visa and cover all the costs incurred during the process