Executive Assistant

Job description / Role

Description

Key responsibilities:

1. Executive support:
Manage the Chairperson’s calendar, schedule meetings, and coordinate appointments.
Prepare meeting agendas, briefing materials, and presentations.
Handle correspondence, emails, and calls on behalf of the Chairperson.
Track and follow up on key decisions, tasks, and projects.

2. Communication & coordination:
Act as a liaison between the Chairperson and internal/external stakeholders.
Draft and proofread letters, reports, and official documents.
Coordinate with senior leadership and department heads to ensure smooth information flow.

3. Travel & logistics management:
Plan and organize domestic and international travel itineraries.
Manage travel documentation, accommodation, and logistics.

4. Office & project management:
Maintain the Chairperson’s office systems, databases, and confidential records.
Support the Chairperson in project follow-ups, deadlines, and deliverables.
Handle special assignments, research, and reports as directed.

5. Procurement & event management:
Handle procurement of gifts and goodies for vendors, clients, and visitors to the Chairperson's office.
Manage events at the office/site or any celebrations or property launches.

6. Confidentiality & professionalism:
Manage sensitive information with absolute discretion.
Represent the Chairperson’s office with professionalism, diplomacy, and integrity.

Key skills & competencies:

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• High level of discretion, integrity, and emotional intelligence.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal and stakeholder management skills.
• Ability to work under pressure and meet tight deadlines.

Requirements

Qualifications & experience:

• Only 2–5 years of experience as an Executive Assistant, preferably supporting a Chairperson, CEO, MD, or senior executive.
• Experience in managing complex schedules, international travel, and high-level correspondence.
• Good command of English.
• UAE experience is a must.