Executive Assistant

3 weeks ago

Dubai, United Arab Emirates Al Haktur IT Solutions Full time

We are looking for a diligent & responsible Executive Assistant for our CEO, who manages a large team, across two offices in two countries, along with managing key media projects this year, including the launch of her cookbook, podcast production, and is filming a documentary on transhumanism and the future of humanity in the age of AI.

This role would perfectly suit someone who has the same interests or someone who wants to learn more about the media space.

**Requirements**:
**Your role will include but is not limited to:

- Proactive, intuitive and exceptional diary management across multiple time zones
- Deal with diary changes and matters arising during the working day, including over-running meetings or other challenges
- Plan, arrange and coordinate meetings, including booking meeting rooms and venues (ordering catering or equipment as applicable)
- Liaise with colleagues and clients directly in some cases, to arrange/change meetings, agenda’s, etc.
- Taking minutes and action points from meetings and distributing to meeting attendees
- Organize extensive, multiple travel itineraries, including international travel, transfers, accommodation and visas
- Arrange transport to and from external meetings and arrangement of couriers
- Process invoices, expenses and timesheets covering different countries and currencies
- Assist in recruitment process: JDs on job sites, align with PRO on visas and lead onboarding process with new staff
- Align with accounting team on petty cash and staff expenses
- Develop PowerPoint / Keynote presentations for meetings on behalf of the CEO
- Receive, screen, determine priority, book, and return phone calls and messages
- Responsible for administrative procedures & technology of meetings, video and teleconferences, external and internal
- Provide ad hoc admin support to the senior leadership team
- Manage multiple task lists, seeing tasks through to completion, often under tight deadlines
- Lead and complete special projects as required
- Assisting CEO’s brand manager on coordinating filming locations, podcast scheduling, and contractual agreements
- Maintain records, reports and files up to date and organized
- Any other ad hoc duties as assigned

**What you will bring**:

- Proven and demonstrable experience operating as a PA/EA to senior management in a busy, fast paced, high pressured environment
- Robust experience managing multiple and ever-changing diaries
- Demonstrable experience managing domestic and international travel
- Highly resilient with a demonstrable strong work ethic
- Excellent verbal and written communication & presentation skills, including maturity and comfort in dealing with senior stakeholders
- Willingness to be adaptable and undertake a broad variety of tasks, ability to be flexible in working on different global time zones when required
- Advanced MS Office and media options (including PowerPoint and Keynote, Word, Excel, & Outlook & MS Teams)
- Must possess strong administration/office skills including business etiquette, answering phones, and fielding requests
- Strong multi-tasking skills and the composure required to display grace under pressure
- Proven ability to take initiative and think and plan ahead
- A “can do” attitude and the willingness to perform a wide variety of tasks required to meet the daily demands of the business
- Proven time management and organizational skills and an exceptional ability to pay attention to detail in a fast paced, multi-tasking environment
- Ad agency or media experience an advantage but not essential - equally experience gained in a large client organisation

**Compensation, working environment and benefits**:

- This is a hybrid role, working three days from the Dubai office in Al Barsha and two days from home.
- Competitive salary package in line with market standards
- Health insurance
- 22 days annual leave

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