Executive Assistant to Chief Executive Officer

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JOB DESCRIPTION / ROLE

Employment: Full Time

Company: A fast-growing importer and distributor of food products.

Position Overview: The Personal Assistant to the CEO is a vital role that provides high-level administrative and organizational support to the Chief Executive Officer (CEO). This role involves managing the CEO's schedule, coordinating activities, handling communication, and ensuring the efficient functioning of the CEO's office. The Personal Assistant plays a crucial role in maintaining the CEO's productivity and enabling them to focus on strategic and high-priority tasks.

Key Responsibilities:

Calendar Management:
- Maintain and prioritize the CEO's calendar, scheduling meetings, appointments, and events.
- Coordinate internal and external meetings, ensuring all logistical details are managed effectively.

Communication Management:
- Act as the primary point of contact for the CEO, screening and prioritizing incoming emails, calls, and correspondence.
- Draft and review emails, letters, and other communications on behalf of the CEO.

Travel Coordination:
- Arrange complex travel itineraries, including flights, accommodations, transportation, and other logistics.
- Provide travel documents and information to ensure smooth travel experiences.

Meeting Support:
- Prepare meeting agendas, materials, and presentations for the CEO's meetings.
- Attend meetings, take minutes, and follow up on action items as necessary.

Confidentiality and Discretion:
- Handle sensitive information with utmost confidentiality and discretion.
- Maintain a high level of professionalism in all interactions and communications.

Task Prioritization:
- Assist the CEO in prioritizing tasks and managing deadlines to ensure efficient time management.

Office Management:
- Maintain the CEO's office environment, ensuring it is organized and conducive to productivity.
- Order office supplies, manage filing systems, and oversee general office operations.

Relationship Management:
- Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and team members.
- Serve as a liaison between the CEO and various departments within the organization.

Special Projects:
- Support the CEO in ad-hoc projects and assignments, which may include research, presentations, and data analysis.

Information Management:
- Organize and manage documents, reports, and records related to the CEO's activities.
- Assist in data collection and analysis for strategic decision-making.

Salary:
AED 12,000 to 15,000 per month inclusive of fixed allowances.

REQUIREMENTS

Qualifications and Skills:

- Bachelor's degree in Business Administration, Communications, or a relevant field.
- At least 10 years of proven experience as an executive assistant or personal assistant, preferably supporting C-level executives.
- Excellent organizational and time management skills, with the ability to handle multiple tasks and priorities.
- Strong written and verbal communication skills, with attention to detail and accuracy.
- Proficiency in using office software (Microsoft Office Suite) and collaboration tools (Zoom, Teams etc.).
- Discretion, integrity, and the ability to handle confidential information professionally.
- Strong problem-solving skills and the ability to anticipate the CEO's needs.
- Adaptability and flexibility to accommodate changing schedules and priorities.
- Professional demeanour, with strong interpersonal skills and the ability to interact with individuals at all levels.
- Prior experience in a fast-paced environment with the ability to work under pressure.

ABOUT THE COMPANY

Viva HR Consultants is a fast-growing service provider in the field of Human Resources and Recruitment Outsourcing. Located in Dubai, we provide a wide array of HR Services for businesses and individuals across the world.

We specialize in turning first assignments into successful long-lasting business partnerships. Our vision is to deliver quality products and services to clients across the globe. We take pride in our core values of Integrity and Confidentiality. We are a very customer-centric organization and our entire team works very hard to achieve our primary goal of "Customer Delight" which results in our customers and clients coming back to us for more. We also strongly believe in building long-term mutually beneficial business relationships. We never promise what we cannot deliver and we never compromise on quality.

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