Executive Assistant to CEO

2 months ago

Dubai, United Arab Emirates SMARTT Studio Full time

The Executive Assistant to the CEO/ MD is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the organization’s office operations, including working remotely with the Branches across the country. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule business meetings; draft agendas; develop, compile, and distribute presentation materials. Adhere to compliance with applicable rules and regulations set in bylaws regarding compliance.
Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
Work closely with the CEO/MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO’s needs in advance of meetings, conferences, etc.
Maintain open communications with the team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization.
Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Supervise off-roll consultants. Prepare budget recommendations.
Replenish office materials such as printer supplies, paper, office supplies, etc.
Provide event management support as requested.
Provide hospitality to all guests and help to create a welcoming environment.
Answer the main phone line and respond to inquiries.
Process and distribute daily mail.
Invest in building long-lasting relationships both externally and internally.
Manage petty cash reimbursements and reconciliation.
Other projects/duties as assigned for the overall benefit of the organization.

**QUALIFICATIONS/EXPERIENCE**
- Strong ability to execute work with a diversity, equity, and inclusion lens.
- Significant executive support experience, including supporting C-level executives experience is highly preferred.
- Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
- Technical proficiency and problem-solving skills
- Strong verbal and written communication skills
- Exceptional organizational skills and impeccable attention to detail
- A high degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners
- Make appropriate, informed decisions regarding priorities and available time
- Ability to complete a high volume of tasks and projects with little or no guidance
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgment is essential.
- Ab

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