Executive Assistant to CEO

3 weeks ago

Dubai, United Arab Emirates Asyan Properties Full time

**EXECUTIVE ASSISTANT JOB DESCRIPTION**

To provide administrative support to high-level executives, such as the CEO, CFO, COO, and other top-level managers in the organization. Responsible for managing the day-to-day operations of the executive's office, ensuring that tasks are completed efficiently and effectively.
- Some of the key duties and responsibilities of an executive assistant include:_

**1.** **Greeting and Welcoming Visitors**:

- Greet visitors and provide a warm welcome
- Direct visitors to the appropriate person or department
- Maintain a professional and friendly demeanor at all times

**2.** **Managing Phone Calls**:

- Answer incoming phone calls and direct them to the appropriate executives
- Take messages accurately and relay them promptly
- Handle inquiries and provide information to callers

**3.** **Scheduling Appointments**:

- Schedule appointments for executives, clients, customers, and guests
- Maintain an organized appointment calendar and notify executives of upcoming appointments

**4.** **Handling Mail and Deliveries**:

- Receive and distribute mail, packages, and deliveries
- Ensure timely and accurate distribution of incoming mail and packages
- Co ordinate delivery of mails and packages within the UAE and internationally

**5.** **Maintaining Reception Area**:

- Keep the reception area clean, organized, and presentable
- Ensure that magazines, brochures, and informational materials are available for visitors

**6.** **Managing Access and Security**:

- Monitor and control access to the premises by issuing visitor badges or verifying appointments
- Maintain a secure environment by following security protocols

**7.** **Assisting with Administrative Tasks**:

- Provide administrative support to the Directors
- Assist in preparing documents, reports, and presentations

**8.** **Handling Payments and Invoices**:

- Receive and process payments from customers and clients
- Generate and manage invoices as required

**9.** **Coordinating Meetings and Events**:

- Assist in arranging meetings, conferences, and events
- Reserve meeting rooms and coordinate necessary arrangements

**10.** **Managing Office Supplies**:

- Monitor office supplies and reorder when necessary
- Keep track of inventory and ensure adequate stock levels

**11.** **Assisting with Travel Arrangements**:

- Help Directors with travel bookings and itineraries
- Arrange transportation and accommodations as needed

**12.** **Maintaining Records**:

- Maintain visitor logs, phone call records, and other relevant records
- Keep accurate records of incoming and outgoing correspondence

**13.** **Handling Special Requests**:

- Assist with special requests from Directors.
- Address any urgent or critical matters promptly

**14.** **Adhering to Policies and Procedures**:

- Follow company policies and procedures related to front office operations
- Maintain confidentiality and handle sensitive information appropriately

**15.** **Collaborating with Team Members**:

- Work closely with other administrative staff and team members
- Communicate effectively to ensure smooth office operations

**16.** **Conducting research**:

- May be asked to conduct research on a variety of topics, including market trends, competitors, and industry news, including preparing reports based on research findings.

**17.** **Managing budgets and expenses**:

- Responsible for managing the executive's budget and expenses, including tracking expenses and preparing expense reports.

**18.** **Managing projects**:

- Responsible for managing projects on behalf of the executives, including overseeing timelines, budgets, and deliverables.

Overall, the executive assistant plays a critical role in ensuring the efficient and effective functioning of the executive's office. The role requires excellent organizational and communication skills, as well as the ability to manage multiple tasks simultaneously.

**Salary**: AED4,000.00 - AED7,000.00 per month

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