Executive Assistant

2 weeks ago

Dubai, United Arab Emirates Virgo Holdings LLC Full time

The Executive Assistant to the Managing Director (MD) plays private role in ensuring the efficient operation of the executive office. This position requires a proactive individual who can manage the MD's schedule, communications, and various administrative tasks with high degree of professionalism and confidentiality.

**Key Responsibilities**

**1. Administrative Support**:

- Manage the MD's calendar, schedule, meetings and coordinate travel arrangements.
- Prepare and edit correspondence, reports, presentations and other documents.
- Maintain and organize files, records and documents for the executive office.

**2. Meeting Coordination**:

- Organize and coordinate executive and board meetings, including preparing agendas, taking minutes and following up on action items.
- Ensure all meetings materials are prepared and disturbed in advance.

**3. Communication Management**:

- Serve as the primary point of contact between the MD and internal/ external stakeholders.
- Draft and manage communication on behalf of the MD, ensuring clarity and professionalism.
- Handel confidential information with discretion.

**4. Project Management**:

- Assist in the planning and execution of special projects and initiatives led by the MD.
- Monitor progress and ensure timely completion of projects.

**5. Relationship Management**:

- Build and maintain relationships with key stakeholders, both within and outside the organization.
- Facilitate communication and collaboration between the MD and other departments.

**6. Travel Coordination**:

- Arrange detailed travel plans, itineraries, and agendas for the MD and accompanying staff.
- Handel travel related issues and ensure smooth travel experiences.

**7. Event Planning**:

- Plan and coordinate company events, conferences, and social functions as directed by the MD.
- Ensure all events are executed seamlessly and professionally.

**8. Office Management**:

- Oversee the maintenance and organization of the executive office.
- Ensure the office is well
- equipped and supplies are stocked.

**Qualification and Skills**

**Education**:

- Bachelor's degree in Business Administration, Management or a related field preferred.

**Experience**:

- Minimum 5 years of experience in an executive assistant role, preferably in a large corporate environment.
- Proven track record of supporting senior executives.

**Skills**:

- Exceptional organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office ( Word, Excel, PowerPoint, Outlook).
- Strong problems solving skills and attention to detail.
- Ability to handle multiple tasks and work independently.
- Discretion and ability to handle confidential information.
- Strong interpersonal skills and the ability to build relationships with stakeholders.

**Working Conditions**:

- Full-time position with occasional overtime as required.
- May require travel to support the MD's engagements.
- Fast-paced and dynamic work environment.

Ability to commute/relocate:

- Dubai: Reliably commute or planning to relocate before starting work (preferred)

**Experience**:

- Executive Assistant: 5 years (preferred)

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