Strategic Support Specialist

5 days ago

Dubai, Dubai, United Arab Emirates Zutari Full time

About Zutari

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We co-create engineering solutions that have a positive impact and improve people's lives.

Zutari values inclusion and recognises the importance of a diverse, talented workforce, believing that people need other people to succeed.

We employ people with the right attitude and a positive mindset, who are motivated by doing the right thing, getting things done and share a sense of urgency.

People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy.

About the Role

The Executive Assistant will provide high-level administrative and strategic support to the executive, ensuring seamless coordination of daily operations and priorities.

This role requires exceptional organisational skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.

The Executive Assistant will be responsible for managing the executive's calendar, scheduling meetings, coordinating travel, and handling all forms of communication with professionalism and discretion.

Key Responsibilities

  1. Calendar & Meeting Management
    • Manage and organise the executive's calendar, scheduling appointments, meetings, and conferences.
    • Plan and prepare for meetings, including agenda creation, document preparation, and logistical arrangements.
    • Attend meetings, when necessary, take minutes, and follow up on action items to ensure deadlines are met.
  2. Travel & Expense Coordination
    • Coordinate all necessary travel arrangements, including flights, accommodation, and transport.
    • Handle related expense management, including processing reimbursements and tracking expenditures.
  3. Communication & Correspondence Management
    • Handle incoming and outgoing correspondence, including emails, phone calls, and other forms of communication.
    • Prioritise and respond to messages on behalf of the executive when necessary.
    • Prepare and distribute relevant correspondence, reports, and documents.
  4. Document & Information Management
    • Collect, organise, and maintain important documents, files, and records.
    • Retrieve and present information as required for decision-making and reporting purposes.
  5. Stakeholder & Relationship Management
    • Build and maintain positive working relationships with internal and external stakeholders, including staff, clients, and partners.
    • Act as a liaison between the executive and other individuals or departments.
    • Collaborate with cross-functional teams to ensure effective communication and coordination.
  6. Project Coordination & Support
    • Assist with the coordination and management of various projects or initiatives.
    • Conduct research, analyse data, and prepare reports to support business objectives.
    • Monitor project progress and ensure key milestones are met.
  7. Administrative & Office Support
    • Manage office supplies, filing systems, and general administrative tasks.
    • Process expenses and handle administrative functions related to financial transactions.
    • Provide administrative support on finance-related tasks and systems on behalf of the executive.
  8. Ad Hoc & Special Projects
    • Assist with any additional requests or special projects as required.
    • Demonstrate flexibility and adaptability to meet the evolving needs of the executive and the organisation.

Qualifications

  • Bachelor's degree/Diploma/Certificate in Business Administration, or a related field.
  • Minimum 7 -10 years' of experience as an executive assistant or in a similar administrative role. Experience supporting C-Suite level executives is advantageous.
  • Proficient in Microsoft Office Suite.
  • Strong communication skills.
  • Ability to multitask and deliver at pace.
  • Experience working across multiple geographies.

Skills

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
  • Strong calendar management skills, including scheduling and prioritisation.
  • Experience with travel coordination and expense management systems.
  • Excellent document management and record-keeping abilities.
  • Ability to draft, edit, and proofread correspondence, reports, and presentations.
  • Outstanding organisational skills with a keen attention to detail.
  • Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
  • Strong problem-solving skills and ability to anticipate needs proactively.
  • High level of integrity and ability to handle sensitive information with confidentiality.
  • Strong judgment and decision-making abilities in handling confidential matters.
  • Ability to adapt to changing priorities and work independently.
  • Proactive mindset with a solution-oriented approach to challenges.

Competencies

  • Organisational Excellence: Ability to manage multiple tasks, priorities, and deadlines with efficiency.
  • Communication and Influence: Exceptional verbal and written communication skills.
  • Relationship Management & Stakeholder Engagement: Ability to build and maintain strong relationships with internal and external stakeholders.
  • Problem-Solving & Decision-Making: Ability to anticipate challenges and propose proactive solutions.
  • Confidentiality & Professionalism: Demonstrates discretion and sound judgment in handling sensitive information.
  • Initiative & Proactiveness: Ability to work independently, anticipate needs, and take initiative.
  • Adaptability & Resilience: Ability to remain calm under pressure and adjust to changing priorities.
  • Strategic Thinking & Business Acumen: Understanding of business operations and the ability to align tasks with organisational objectives.

Why Join Us?

We believe that a diverse workforce is key to our business success.

We seek the best people for our jobs based on their skills, qualifications, and experience.

We embrace the principle of equal opportunity in employment, and we work towards eliminating all forms of unlawful discrimination in our employment practices.

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