Executive Assistant

7 days ago


Dubai, Dubai, United Arab Emirates UAS International Trip Support Full time

We are seeking a highly skilled and proactive Executive Assistant to provide comprehensive support to C-level executives. This role requires exceptional organizational abilities, strong project management skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will be highly detail-oriented, possess excellent communication skills, and be proficient in task management tools to ensure smooth day-to-day operations.

Key Responsibilities:

Executive Support & Calendar Management

  • Manage complex executive calendars, scheduling high-level meetings, appointments, and travel arrangements.
  • Anticipate scheduling conflicts and proactively resolve them while ensuring executive priorities are met.
  • Coordinate and facilitate internal and external meetings, conferences, and events, ensuring smooth logistics and agenda alignment.
  • Act as a gatekeeper, prioritizing meetings, requests, and communications based on urgency and business needs.

Project Management & Task Coordination

  • Oversee and coordinate executive-led projects, tracking key milestones and ensuring deadlines are met.
  • Assist in managing cross-functional initiatives by liaising with internal teams and external stakeholders.
  • Maintain structured task lists, follow up on action items, and proactively update the executive on project progress.
  • Utilize task management tools to monitor workflow, set priorities, and ensure timely execution.
  • Conduct research and provide insights to support strategic decision-making.
  • Serve as the primary liaison between executives, senior leadership, and key stakeholders.
  • Draft, review, and refine professional correspondence, reports, presentations, and executive briefs.
  • Screen and respond to emails and messages on behalf of the executive, ensuring efficient and professional communication.
  • Prepare talking points, reports, and key materials for meetings and business engagements.

Travel & Logistics Management

  • Plan and coordinate complex travel itineraries, including flights, accommodations, visas, and transportation.
  • Ensure all travel-related logistics are handled seamlessly, including last-minute changes and contingency planning.

Confidentiality & Document Management

  • Manage and safeguard confidential documents, contracts, reports, and communications.
  • Prepare and organize materials for executive meetings, ensuring accuracy and completeness.
  • Take meeting minutes, distribute action items, and follow up on deliverables to ensure timely execution.

Skills & Qualifications

  • 5+ years of experience as an Executive Assistant supporting C-level executives in a corporate setting.
  • Strong project management skills, with the ability to oversee multiple tasks and ensure completion within deadlines.
  • Proficiency in task management tools to track priorities and streamline workflows.
  • Exceptional organizational, multitasking, and time-management abilities.
  • Strong interpersonal skills with the ability to maintain relationships at all levels.
  • High proficiency in Microsoft Office Suite and digital collaboration tools.
  • Strong written and verbal communication skills, with an eye for detail and accuracy.
  • Experience in handling travel arrangements and last-minute changes seamlessly.
  • Ability to manage sensitive and confidential information with utmost discretion.
  • Flexibility to support the executive outside of standard business hours when required.
Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative and Strategy/Planning

Industries

Airlines and Aviation and Aerospace Component Manufacturing

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