Executive Assistant

Job description / Role

Executive Assistant – Maternity Cover / Contract Position
Location: Dubai

We are looking for an Executive Assistant to join a leading financial services business based in Dubai, the ideal candidate will provide high-level administrative and organizational support to the CEO, ensuring efficiency in daily operations. This role is crucial in optimizing the CEO’s time through effective schedule management, communication handling, and coordination of various tasks.

KEY RESPONSIBILITIES
- Manage and coordinate the CEO’s calendar, ensuring efficient scheduling of meetings, appointments, and events.
- Organize travel logistics for the CEO and relevant team members, including flights, accommodation, transportation, and currency arrangements.
-Assist in coordinating departmental activities to align with strategic objectives.
-Oversee and prioritize the CEO’s email correspondence, responding on their behalf where necessary and ensuring timely follow-ups.
- Prepare reports, presentations, and meeting minutes, ensuring accurate documentation of key discussions and action points.
- Support with bookkeeping and general office admin,
- Maintain an efficient filing and database system, ensuring all relevant documents are organized and accessible.
- Support board meeting preparations, including agenda development, minute-taking, and follow-up on action items.
- Serve as a liaison between the CEO and employees, fostering effective communication and collaboration.
- Provide logistical support for corporate events, managing all planning and execution aspects.
- Handle confidential correspondence with discretion and professionalism.
- Assist in process improvements and operational efficiencies within the organization.
- Act as the main point of contact between the CEO and internal/external stakeholders to streamline communication and manage inquiries.
- Provide administrative assistance to other departments when required.
- Coordinate with HR and Admin teams for office management, event planning, and related activities.
- Ensure adherence to company policies and operational procedures.

- English speaking is essential.
- Proven experience as a Personal Assistant or Executive Assistant, preferably supporting senior executives.
- Strong organizational and time management skills, with the ability to handle multiple priorities efficiently.
- Meticulous attention to detail and a commitment to high-quality work.
- Excellent verbal and written communication skills, with the ability to interact professionally at all levels.
- Demonstrated ability to handle confidential information with discretion.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling tools.
- Strong problem-solving skills and the ability to make sound decisions independently.
- Flexibility and adaptability to changing priorities and fast-paced environments.
- Professional and diplomatic demeanour.

This role requires a proactive and highly organized professional who can manage a fast-paced environment while maintaining confidentiality and professionalism at all times.

Please note that due to the high volume of applications, only shortlisted candidates will be contacted.

About the Company

Venture Search is an international banking & financial services search firm, combining technology and human skill to enhance all aspects of the hiring process.

By combining advanced search technology and a market-leading team, we are able to attract the most talented candidates in the banking and financial services sector.

Here at Venture Search, we are passionate about building world-class teams and delivering long-term recruitment solutions. Venture’s focus spans multiple facets of the global Financial Services industry, including Banking, Non-Banking Financial Institutions, Buyside, Fintechs, and Advisory firms.