Executive Assistant

2 weeks ago


Dubai, Dubai, United Arab Emirates LED FLEX LIMITED Full time

LED Flex is a manufacturer of LED luminaires, established for over 10 years and is looking for a dynamic and experienced Executive Assistant to the Global Sales Director to join our Dubai team. Ideally you will be located in Dubai Investment Park 2, UAE.

Role & Responsibilities:
  • Support and work closely with the Global Sales Director.
  • Work closely with the LEDFlex Global Sales & Estimation team to align upcoming meetings.
  • Organise, book and support internal and external engagements/meetings. Draft meeting agenda and ensure the timely preparation of papers and follow up on actions from meetings.
  • Manage diaries for external and internal meetings. Assist in the organisation of sales and marketing related events with our customers.
  • Provide administrative support as required including typing, document preparation, filing, presentation and report preparation, collating data and conducting research.
  • Handle and prioritize emails, phone calls, and other correspondence on behalf of the Director.
  • Act as point of contact for internal & external clients.
  • Coordinate and book travel arrangements including itineraries, flights, hotels, visas, insurances and cars/taxis.
  • Prepare your executive's expense report submissions.
  • Address inquiries and resolve issues professionally and promptly.
  • Ensure the Director's office is organized and equipped with necessary resources.
  • Maintain records, files, and documentation in an accessible and confidential manner.
  • Proactively identify and address potential issues to minimize disruptions to the Director's workflow.
  • Provide research, analysis, and recommendations to support decision-making.
  • Convey directives, instructions, and information clearly and effectively.
  • Support the director with his projects and ad-hoc tasks as assigned.
Qualifications:
  • Bachelor's Degree (preferred in fields like Business Administration, Communications, or a related field).
  • Proven Work Experience: 3–5+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role.
  • Experience supporting high-level executives or senior management.
  • Familiarity with office management systems, travel arrangements, and meeting scheduling.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
  • Familiarity with project management tools and communication platforms.
  • Knowledge of office equipment and systems (printers, teleconferencing).
  • Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and handle tight deadlines.
Additional Qualifications:
  • Strong attention to detail.
  • Problem-solving ability and resourcefulness.
  • Flexibility to adapt to changing priorities.
  • Professional demeanor and the ability to represent the executive positively.
  • Multitasking capabilities in a fast-paced environment.
  • Communication Skills: Excellent written and verbal communication, often requiring correspondence on behalf of the executive.
  • Time Management: Efficiency in scheduling, prioritizing, and managing calendars.
  • Discretion and Confidentiality: Handling sensitive and confidential information with care.
  • Interpersonal Skills: Professional demeanor and ability to interact with high-level executives and stakeholders.

What you'll get working with LEDFLEX:

  • Salary dependent on experience, negotiable.
  • Desirable working hours (Mon - Fri, 8:30am - 5:30pm).
  • Annual plane ticket allowance to home country.
  • Annual leave as per UAE law.
Experience:
  • Admin Support: 2 years (Required).
  • Executive Assistance: 2 years (Required).
  • Office administration: 2 years (Required).
  • Support to the Sales Director/Manager: 2 years (Preferred).
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