Executive Assistant to CEO

4 weeks ago

Dubai, United Arab Emirates Chinese Palace Restaurant Group Full time

**Executive Assistant**

**Key Responsibilities**:
**Administrative Support**:

- Manage the CEO's calendar, schedule, and appointments, ensuring effective time utilization and prioritization of tasks.
- Handle travel arrangements including flight bookings, accommodations, and itineraries.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Organize and maintain files and records, ensuring confidentiality.
- Stay updated on industry trends and administrative best practices to continuously improve and adapt to the CEO’s evolving needs.
- Performs additional duties as assigned by CEO’s office.

**Meeting Coordination**:

- Schedule, coordinate, and prepare for internal and external meetings, including booking venues, preparing agendas, collating materials, and distributing documents.
- Attend meetings as required, take minutes, and follow up on action items to ensure timely execution.
- Liaise with board members, senior executives, and external stakeholders.

**Communication Management**:

- Draft and manage outgoing communications, ensuring clarity and professionalism.
- Serve as the primary point of contact between the CEO and internal/external stakeholders.
- Handle sensitive and confidential information with the utmost discretion and professionalism.

**Project Management**:

- Assist in the planning and execution of special projects and initiatives.
- Conduct research and compile data to support decision-making.
- Track project milestones and deliverables, ensuring timely completion.

**Event Planning**:

- Organize and coordinate events such as conferences, business lunches, and corporate functions.
- Manage event logistics, including guest lists, invitations, and on-site support.

**Office Management**:

- Organize and maintain files, documents, and records, ensuring easy accessibility and confidentiality.
- Ensure the smooth operation of the executive office.
- Order office supplies and manage inventory.
- Maintain office equipment and coordinate IT support as needed.

**Qualifications**:

- Bachelor’s degree in Business Administration, Communications, Finance, or a related field preferred.
- Proven experience as an executive assistant or in a similar role, preferably supporting C-level executives.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills, with a keen eye for detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
- Strong organizational and multitasking abilities, capable of prioritizing tasks in a fast-paced environment.
- Excellent time management skills, with the ability to work under pressure and meet tight deadlines.
- Demonstrated problem-solving skills and the ability to anticipate the needs of the CEO.
- Professional demeanor, with a high level of confidentiality, discretion and integrity.
- Strong interpersonal skills and the ability to build relationships with stakeholders.
- Flexibility to work outside of regular business hours as needed.
- Previous experience in a similar role within the industry is a plus.

**Key Competencies**:

- Proactive and self-motivated with a keen attention to detail.
- Ability to anticipate needs and prioritize effectively.
- Problem-solving skills and resourcefulness.
- Adaptability and flexibility in a dynamic work environment.
- Professional demeanour and strong work ethic.

**Working Conditions**:

- Full-time position with occasional overtime based on business needs.
- May require travel for meetings and events.

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