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