Position: Executive Assistant to Chairman
Experience: 5 to 10 years or more (preferable)
Location: Dubai Design District office
Job Description
Overview
As the Executive Assistant to the Chairman, you will play a pivotal role in supporting the Chairman in fulfilling their diverse range of responsibilities. You will be the primary point of contact between the Chairman and internal/external stakeholders, ensuring seamless communication and efficient coordination of activities. This role requires exceptional organizational skills, discretion, and the ability to handle sensitive information with utmost confidentiality. This role offers an exciting opportunity to work closely with senior leadership in a dynamic and growing organization. If you are a proactive and detail-oriented professional with a passion for providing high-level support, we encourage you to apply for this position.
Responsibilities
Calendar Management
- Manage the Chairman's schedule, including scheduling meetings, appointments, and travel arrangements, ensuring the Chairman's time is optimized.
- Prioritize conflicting appointments, using agility to rearrange schedules as needed.
Communication
- Act as the primary point of contact for the Chairman, screening and directing phone calls, emails, and other correspondence.
- Draft and prepare correspondence, reports, and presentations on behalf of the Chairman, ensuring clarity, accuracy, and professionalism.
- Foster an environment of open communication, promoting transparency and accessibility.
Meeting Coordination
- Coordinate and prepare materials for meetings attended by the Chairman, ensuring all relevant documents are available in advance.
- Take minutes during meetings, emphasizing key points and action items, and follow up on action items as necessary.
Travel Arrangements
- Arrange domestic and international travel for the Chairman, including flights, accommodations, and ground transportation, prioritizing efficiency and cost-effectiveness.
- Maintain flexibility and agility in adjusting travel plans as needed.
Relationship Management
- Build and maintain strong relationships with internal and external stakeholders, including board members, clients, partners, and vendors, promoting a culture of collaboration and teamwork.
- Communicate with integrity and professionalism, representing the Chairman and the organization effectively.
Information Management
- Manage and maintain confidential information with discretion and professionalism, always ensuring ethical conduct.
- Organize and maintain electronic and paper files, ensuring easy access and retrieval of information, promoting efficiency and accuracy.
Special Projects
- Assist the Chairman with special projects as needed, which may include research, analysis, and coordination with other departments, demonstrating flexibility and adaptability.
Qualifications
- Bachelor’s degree in business administration, Communications, or related field.
- Proven experience as an executive assistant or similar role, preferably supporting C-suite executives.
- Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
- Strong communication skills, both written and verbal, promoting open and transparent communication.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), ensuring efficient document preparation and management.
- Discretion and confidentiality are essential, maintaining the highest standards of integrity and ethical conduct.
- Ability to work independently with minimal supervision and thrive in a fast-paced environment, demonstrating agility and adaptability.
