Executive Assistant

Job description / Role

JOB PURPOSE
The Executive Assistant to the Executive Director of Design plays a crucial role in providing high-level administrative support and ensuring the smooth operation of the executive office. This role requires exceptional communication, time management, and organizational skills to manage the Executive Director's schedule, coordinate meetings, prepare presentations, and handle confidential information. The Executive Assistant will also collaborate closely with various departments and stakeholders, demonstrating a proactive approach to problem-solving and the ability to anticipate the needs of the Executive Director while maintaining a professional demeanor in a fast-paced environment.

• Manage the Executive Director's calendar and ensure high accuracy when scheduling appointments, coordinating meetings, conference calls, video conferences, and coordinating late changes with external parties due to leadership availability changes.
• Follow up on key tasks and deliverables within the Design Team, ensuring that timelines are met.
• Coordinate periodic and ad-hoc reports, ensuring responsible team members provide timely inputs and receive the necessary checks.
• Prepare, modify, and verify the content of PowerPoint presentations and other formats.
• Manage the Executive Director's approval process, obtaining supporting information required to facilitate their approval.
• Assist with special projects; preparing and producing complex documents, reports, and presentations.
• Devise and maintain office systems, including data management, filing, and support other senior members as requested.
• Collect and prepare information for meetings with staff and external parties; compose and prepare correspondence; maintain contact lists.
• Maintain confidential document files with due regard to content, taking an understanding of which departments have access to which information.
• Oversee the provision of administrative and secretarial support to the Executive Director of Design.
• Screen incoming calls and correspondence and respond independently, when possible, in accordance with the Executive Director's instructions.
• Prepare various documents (letters, memos, correspondence, agendas, notes, and minutes of meetings) as requested by the Executive Director.
• Organize events and conferences by arranging for facilities, invitations distribution, and controlling events budgets.
• Coordinate senior departmental meetings, record, and distribute minutes of meetings.
• Ensure the implementation and maintenance of an effective filing system.
• Coordinate and manage travel arrangements for the Executive Director of Design.
• Arrange and prepare documents for travel-related meetings when needed.
• Manage and coordinate the reception of high-level guests.
• Receive, manage, and organize post mail for the Executive Director of Design's office.

QUALIFICATIONS AND EDUCATION REQUIREMENTS
• Bachelor's degree
• Minimum 5+ years of experience working as an executive assistant, personal assistant, or similar role.
• Previous experience in real estate/development-related companies is a plus.
• Strong proficiency in the English language is essential.
• UAE experience is preferred

PREFERRED SKILLS AND COMPETENCIES
• Exceptional interpersonal skills and ability to build strong professional relationships.
• Ability to work effectively under pressure and maintain a positive attitude in a fast-paced environment.
• High level of adaptability and flexibility to accommodate changing priorities and demands.
• Proactive approach to problem-solving and the ability to anticipate the needs of the Executive Director.
• Strong project management skills and experience with coordinating multiple tasks simultaneously.
• Strong proficiency in project management and collaboration applications like Oracle and Aconex.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Experience and familiarity with the design and real estate development industry is a plus.
• Strong application of initiative strong organizational skills and attention to detail.
• Must possess tact, and diplomacy, and can maintain confidentiality.
• Ability to determine priorities and consistently meet deadlines.

About the Company

Service

Our aim is to provide our clients and candidates with a consistent, quality service that goes beyond the norm, giving them peace of mind and complete trust in our ability to meet their needs.

Knowledge

Big Fish consultants specialise in their fields and have extensive experience in the region and beyond. We take pride in our knowledge and network and believe that our relationships are built on trust and integrity and are made for the long term.

Care

At Big Fish, as well as caring for the people we work with, we also care about the world and environment we live in, that's why Big Fish support initiatives that promote human welfare, environmental protection and sustainability.