Job title: Executive Assistant
Location: Dubai, UAE
Job Summary
We are seeking a highly organized, proactive and resourceful Executive Assistant to provide comprehensive support to our CEO and members of the Executive Committee (ComEx).
This pivotal role involves managing complex schedules, coordinating travel arrangements, organizing meetings and events, and handling a broad range of administrative and personal tasks. The successful candidate will demonstrate exceptional organizational skills, sound judgment, strong communication abilities and a keen eye for detail, with proven experience supporting senior executives in a demanding, fast-paced environment.
The Executive Assistant will act as a trusted point of contact for the CEO and ComEx members, ensuring seamless coordination, effective communication and the smooth running of their daily activities. The role will also involve planning and coordinating executive meetings, corporate events and other internal or external engagements.
Flexibility, discretion and confidentiality are essential, as the role requires handling sensitive information and adapting to changing priorities. This position is key to enabling the CEO and ComEx members to focus on strategic priorities while ensuring that day-to-day operations and executive engagements run smoothly and professionally.
Key Responsibilities
1. Executive and Administrative Support
- Manage and maintain the CEO's and ComEx members' calendars, appointments and schedules, ensuring optimal time management and prioritization.
- Coordinate and schedule meetings, ensuring effective communication, preparation and logistical arrangements.
- Prepare, organize and format documents, reports and presentations.
- Collect, consolidate and coordinate presentations and supporting materials for Executive Committee meetings.
- Follow up on key actions, deadlines and priorities, ensuring appropriate coordination with relevant stakeholders.
- Handle administrative and personal matters as required, with professionalism and discretion.
2. Travel and Logistics Management
- Plan and coordinate business travel arrangements, including flights, accommodation, transportation and other related logistics.
- Prepare detailed itineraries and ensure all travel requirements are anticipated and addressed.
- Manage last-minute changes and unforeseen situations efficiently, ensuring continuity and minimizing disruption.
- Coordinate travel arrangements for the CEO and ComEx members as required.
3. Event Planning and Coordination
- Organize and coordinate corporate events, executive meetings, off-site gatherings and other internal or external engagements.
- Manage event logistics, including venue selection, invitations, guest lists, catering, transportation, accommodation and on-site coordination, as applicable.
- Liaise with internal teams, external suppliers and service providers to ensure events are delivered smoothly and professionally.
- Monitor timelines, budgets and logistical requirements, ensuring attention to detail and a high standard of execution.
4. Communication and Stakeholder Coordination
- Act as a key point of contact between the CEO, ComEx members, internal teams and external stakeholders.
- Manage professional correspondence and ensure timely, clear and effective communication.
- Coordinate information flow between executives and relevant stakeholders, ensuring appropriate follow-up and alignment.
- Represent the executive office with professionalism, tact and discretion.
5. Confidentiality and Professionalism
- Handle sensitive business, personnel and executive information with the utmost confidentiality and discretion.
- Exercise sound judgment when managing competing priorities and sensitive situations.
- Anticipate needs, identify potential issues and proactively implement solutions.
- Maintain a high level of professionalism, reliability and responsiveness at all times.
Requirements
- Proven experience in an Executive Assistant or comparable executive support role, preferably supporting a CEO, senior executives and/or an Executive Committee.
- Exceptional organizational, planning and time-management skills, with the ability to manage multiple priorities simultaneously.
- Experience in coordinating business travel, executive meetings and corporate events.
- Excellent written and verbal communication skills, with strong interpersonal skills and the ability to interact confidently with stakeholders at all levels.
- A high degree of discretion, integrity and professionalism when handling confidential information.
- Strong attention to detail, problem-solving abilities and a proactive, solutions-oriented mindset.
- Ability to anticipate executive needs, adapt to changing priorities and remain effective in a fast-paced environment.
- Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
- Fluency in both English and French.
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