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Executive Support Specialist

1 month ago

Dubai, Dubai, United Arab Emirates MILELE MOTORS FZE Full time
Job Summary

We are seeking a highly organized and proactive Executive Support Specialist to support our CEO in both professional and personal capacities. This role involves a hybrid working arrangement, requiring flexibility to work both remotely and in the office. The ideal candidate will manage a diverse range of responsibilities, from handling business matters to managing personal errands and appointments.

Key Responsibilities
  • Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements, including flights, accommodations, and ground transportation for both business and personal trips.
  • Screen and manage all forms of communication, including emails, phone calls, and correspondence, ensuring prompt and appropriate responses.
  • Prepare agendas, compile meeting materials, and take detailed minutes. Follow up on action items and ensure timely completion.
  • Assist with the planning and execution of various projects, events, and initiatives as directed by the CEO. This may include research, data analysis, and coordination with internal and external stakeholders.
  • Draft, proofread, and edit documents, reports, presentations, and other materials as required.
  • Prepare detailed travel itineraries for personal travel. Manage travel expenses, ensuring timely submission of expense reports. Handle personal expenses including credit card and debit card transactions.
  • Assist with personal errands and appointments, such as scheduling and managing doctor's appointments, coordinating pet care (including veterinary appointments), and managing personal travel arrangements for vacations.
  • Maintain the highest level of confidentiality and discretion in handling sensitive personal information.
  • Manage personal credit card and debit card usage, ensuring accurate tracking of expenses and adherence to budget guidelines.
  • Build and maintain strong relationships with key stakeholders, both internal and external to the organization.
  • Coordinate with office staff, household staff, and service providers to ensure a smooth and efficient office and home environment.
  • Coordinate pet-related activities such as grooming and veterinary appointments.
Requirements
  • A bachelor's degree in business administration, Communications, or a related field is preferred.
  • Minimum of 3-5 years of experience as a Personal Assistant, Executive Assistant, or in a similar role supporting C-level executives, with experience in handling both professional and personal tasks.
  • Strong organizational and time management skills, with the ability to prioritize tasks and work efficiently under pressure.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other software and tools (e.g., project management tools, CRM systems).
  • Excellent at managing multiple tasks with strong communication skills and high professionalism, capable of adapting to changing priorities without supervision.
  • Skilled in organizing and prioritizing tasks, efficiently working under pressure to meet deadlines.
  • Experience managing personal financial transactions and handling confidential information securely.
  • A valid UAE driving license and Car is a must.
Additional Requirements
  • Willingness to work flexible hours, including occasional evenings and weekends as needed.
  • Ability to travel domestically and internationally as required.
  • Valid driver's license and reliable transportation for personal errands.
Compensation
  • Competitive salary, including a vehicle and fuel allowance of AED 8,000 per month.