EH- Executive Assistant

Overview

An executive assistant is being sought in Abu Dhabi. They will be handle a variety of responsibilities ranging from daily administrative tasks to high-priority projects. The ideal candidate will be proactive, detail-oriented, and capable of working in a fast-paced environment with accuracy and discretion.

Day-to-day responsibilities would include a combination of the following:

• Executive & Admin Support
  • Calendar Management:
    Coordinate and manage complex scheduling of meetings, appointments, and events, with a keen understanding of priorities and commitments in various time zones.
  • Document Preparation:
    Draft and edit correspondence, presentations, reports, and agendas to a high professional standard with high accuracy and attention to detail.
  • Email and Communication Management:
    Screen, prioritize, and manage email communications and inquiries, ensuring timely responses and follow-up actions.
  • Travel Arrangements:
    Plan and book travel itineraries, including flights, accommodations, and transportation, ensuring smooth logistics.
  • Expense Reporting:
    Manage expense reporting, including submissions, reimbursements, receipt tracking, and reconciliation.
  • System Creation and Efficiency:
    Create systems to streamline recurring tasks and maximize efficiency through the use of technology.
  • Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items
  • Screen and prioritize emails, phone calls, and correspondence, as needed
  • Handle multiple time zones (US HQ) and adjust schedules accordingly to accommodate changing priorities and last-minute adjustments
  • Plan and execute flawless logistics for meetings, events, and travel, ensuring all arrangements align with preferences and requirements
  • Maintain accurate records, files, and databases, keeping track of important documents, contracts, policies and agreements

• Project Management and Support
  • Special Projects Assistance:
    Support various projects, initiatives, focusing on strategic objectives and critical engagements.
  • Event Coordination:
    Assist in planning and organizing events, from venue selection and guest list management to coordinating on-site logistics for seamless execution.
  • Stakeholder Engagement:
    Assist in maintaining and cultivating relationships with stakeholders, demonstrating professionalism and cultural sensitivity.

• Gift Sourcing and Procurement
  • Sourcing:
    Identify, research, and source high-end, culturally appropriate gifts for a range of occasions, often involving bespoke or custom-made items.
  • Vendor Relations:
    Build and maintain relationships with regional vendors, ensuring access to unique and exclusive items.
  • Logistics Coordination:
    Manage the logistics of purchasing, delivery, and quality control of gifts, including tracking and ensuring timely delivery.
  • Inventory Management:
    Maintain an organized inventory management system, regularly assessing stock levels, coordinating restocking, and tracking high-value or bespoke items. Collaborate with vendors for quality procurement and manage storage logistics, including seasonal item care.

• Strategic Engagement and Research
  • Research & Reporting:
    Conduct in-depth research on varied topics as needed, preparing reports and updates for strategic decision-making.
  • Problem Solving and Decision Making:
    Anticipate and address challenges, utilizing sound judgment and discretion to navigate sensitive situations.

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Minimum of 5 years of experience as an Executive Assistant or in a similar role.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle multiple tasks and work under pressure.

• Cultural Competence:
  Familiarity with Middle Eastern culture and customs.
• Project Management
  
  Skills:
  
  Demonstrated ability to manage multiple tasks and projects with competing priorities in a high-stakes environment.
• Exceptional Interpersonal and Communication
  
  Skills:
  
  Strong written and verbal communication abilities, with high attention to detail.
• Strong…