Executive Support Specialist

3 weeks ago

Dubai, Dubai, United Arab Emirates Milele Full time

About the Role:

Milele is 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.

Key Responsibilities:

  1. Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements, including flights, accommodations, and ground transportation for both business and personal trips.
  2. Screen and manage all forms of communication, ensuring prompt and appropriate responses.
  3. Prepare agendas, compile meeting materials, and take detailed minutes. Follow up on action items and ensure timely completion.
  4. 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.
  5. Draft, proofread, and edit documents, reports, presentations, and other materials as required.
  6. 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.
  7. 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.
  8. Maintain the highest level of confidentiality and discretion in handling sensitive personal information.
  9. Manage personal credit card and debit card usage, ensuring accurate tracking of expenses and adherence to budget guidelines.
  10. Build and maintain strong relationships with key stakeholders, both internal and external to the organization.
  11. Coordinate with office staff, household staff, and service providers to ensure a smooth and efficient office and home environment.
  12. Coordinate pet-related activities such as grooming and veterinary appointments.

Requirements:

  1. A bachelor's degree in business administration, Communications, or a related field is preferred.
  2. 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.
  3. Strong organizational and time management skills, with the ability to prioritize tasks and work efficiently under pressure.
  4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other software and tools (e.g., project management tools, CRM systems).
  5. Excellent at managing multiple tasks with strong communication skills and high professionalism, capable of adapting to changing priorities without supervision.
  6. Skilled in organizing and prioritizing tasks, efficiently working under pressure to meet deadlines.
  7. Experience managing personal financial transactions and handling confidential information securely.
  8. A valid UAE driving license and Car is a must.

Additional Requirements:

  1. Willingness to work flexible hours, including occasional evenings and weekends as needed.
  2. Ability to travel domestically and internationally as required.
  3. Valid driver's license and reliable transportation for personal errands.

Compensation:

  1. Competitive salary, including a vehicle and fuel allowance of AED 8,000 per month.

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