Executive Assistant

Job description / Role

The Executive Assistant must follow the direction of the Client and operates in accordance with the Company Policy.

The EA to the Client provides high-level administrative support to the Client by managing his daily schedule, coordinating meetings with internal and external stakeholders, handling confidential information, and acting as a liaison between the Client and other departments and organizations.

Key Responsibilities:

• Coordinate and manage the Client’s schedule, ensuring efficient use of time and prioritizing meetings and engagements by confirming appointments, meetings and events, providing timely reminders.
• Prepare meeting agendas, briefs, and materials and ensure proper documentations of meetings by taking minutes of meeting.
• Handle correspondence, including emails, phone calls, and letters, ensuring timely and appropriate responses.
• Coordinate logistics for meetings, including location, technology needs, catering, and travel arrangements.
• Take ownership of all enquiries, resolving, escalating or identifying alternative contacts as appropriate dealing proactively with all correspondence and meeting actions.
• Follow up on action items from meetings to ensure timely completion.
• Act as a liaison between the Client and other members of the VIP’S, government bodies, and external partners.
• Convey messages and instructions from the Client to others accurately and in a timely manner.
• Draft, review, and edit correspondence, reports, and presentations.
• Manage incoming and outgoing communications, ensuring timely responses.
• Organize domestic and international travel plans, including flights, accommodations, ground transportation, and itinerary planning.
• Handle visa applications and other travel documentation (if needed and requested)
• Ensure all travel arrangements are seamless and support the client schedule effectively.
• Oversee the operations of the clients' office, ensuring it is well-organized and equipped to handle daily activities. (if needed and requested)
• Handle sensitive and confidential information with the utmost discretion and integrity.
• Manage office supplies, technology, and other resources.
• Plan and execute events hosted or attended by the client ensuring all details are meticulously managed.
• Coordinate with vendors, security personnel, and other relevant parties to ensure the success of events.
• Assist with special projects as directed by the client, providing research, analysis, and administrative support.
• Monitor project timelines and ensure milestones are met.

Education:
• Bachelor’s degree in Business Administration, Communications, or a related field

Experience:
• Proven experience as an executive assistant or in a similar role, preferably supporting high-profile individuals. Knowledge of protocol and etiquette when dealing with high-profile individuals and dignitaries.

About the Company

A leading holding company in UAE.