Executive Assistant to the CEO/COO

JOB DESCRIPTION / ROLE

Employment: Full Time

The Executive Assistant to the CEO/COO provides comprehensive administrative, operational, and project management support to ensure organizational efficiency and the seamless execution of executive responsibilities. This role requires exceptional organizational and multitasking abilities, proactive problem-solving skills, and the capability to handle a wide array of tasks spanning administrative duties, strategic initiatives, and project coordination.

KEY RESPONSIBILITIES

Administrative Support
• Manage the CEO/COO's calendar, schedule meetings, and prioritize appointments to optimize time and resources.
• Prepare agendas, presentations, and detailed reports for executive and department-level meetings.
• Draft, proofread, and manage confidential correspondence and documents with professionalism.
• Coordinate travel arrangements and itineraries, ensuring a seamless schedule for the CEO/COO.

Training and Development Coordination
• Oversee the scheduling, facilitation, and documentation of training sessions for sales teams, line managers, and back-office staff.
• Coordinate panel discussions and team-building events, ensuring alignment with company values and goals.
• Collaborate with training managers and department heads to develop and implement impactful training initiatives.

Project and Operations Management
• Supervise ongoing HR and operational projects, including HR documentation systems, Bitrix module upgrades, and attendance policies.
• Monitor and manage initiatives like corporate lead generation, office maintenance, office relocations, and creative project scheduling.
• Facilitate and track cross-functional collaboration between departments for efficient workflow improvements.

Quality Control and Reporting
• Explore opportunities to establish and develop a Quality Control (QC) team to enhance operational standards.
• Manage dashboard creation, ensuring accurate reporting of KPIs, sales data, and other essential metrics.
• Oversee the design and implementation of administrative workflows to support organizational growth.

Employee Engagement and Culture Initiatives
• Actively participate in initiatives to promote team culture, including MVP recognition programs and customized employee rewards.
• Plan and organize team-building activities, retreats, and office-wide events to strengthen organizational culture.
• Coordinate with director of operations and people, as well as department leads to implement initiatives like "It’s a Big Deal" and employee engagement programs.

Office Management
• Coordinate office design and maintenance, ensuring alignment with organizational branding and functional requirements.
• Oversee procurement of office supplies, equipment, and furniture, ensuring quality and cost-effectiveness.
• Manage office relocation logistics and facilitate setup in new spaces as required.

Strategic Support and Confidentiality
• Conduct research and compile data to aid in decision-making and strategy development.
• Handle sensitive information with absolute confidentiality and integrity.
• Support in preparing overviews and presentations for top executives and stakeholders.

Requirements:
Education and Experience
• Bachelor’s degree in Business Administration, Management, or a related field.
• 5+ years of experience as an Executive Assistant or similar senior-level support role.

Skills and Competencies
• Exceptional organizational and multitasking skills with attention to detail.
• Proficiency in managing project management tools like Bitrix and MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Outstanding verbal and written communication skills, with the ability to draft professional documentation and presentations.
• Strong project management skills and the ability to track and manage multiple projects simultaneously.
• High level of discretion, professionalism, and adaptability to shifting priorities.

Preferred Attributes
• Experience in real estate or a fast-paced corporate environment is highly desirable.
• Familiarity with event planning, office relocations, and culture-building initiatives.

Salary:
AED 15,000 to 20,000 per month inclusive of fixed allowances.

ABOUT THE COMPANY

Ax Capital – a cutting-edge real estate agency. We understand the needs of investors – we value time, money and up-to-date information. We base our interactions with clients on trust. Our specialists take pride in finding solutions that take account of tax concerns, profitability, privacy and comfort. These factors are important for a settled life.

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