EH188 - Executive Assistant - Abu Dhabi

British American Household Staffing View all jobs

  • Abu Dhabi
  • Permanent
  • Full-time
  • 1 month ago
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.Responsibilities: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. Qualifications:
  • 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. Requirements:
  • 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 Organizational Skills: Highly organized, with excellent time management skills and the ability to anticipate needs.
  • Professionalism and Discretion: Proven track record of maintaining confidentiality and managing sensitive information.
  • Familiarity with travel coordination and logistics.
  • Experience in event planning and coordination.
  • Strong problem-solving and decision-making abilities.
  • Discretion and confidentiality in handling sensitive information.
  • Flexibility to adapt to changing priorities and last-minute adjustments.
  • The role requires flexibility, as there may be occasional weekend or evening work to accommodate the scheduling needs.
  • The position is based in Abu Dhabi. Salary and Benefits:
Salary:o DOEHolidays:o 30 business days holidayso UAE public holidaysHealth and Life Insurance:o Medical insurance under Company name Insurance Plan for family status, the same will be extended to spouse and children (maximum of 3 eligible children). Life insurance will be provided to yourself.Financial Benefits:o Discretionary Bonuso Annual education allowance as per the policy for up to three dependent children residing in the UAE between the age of 3 and 18 years of ageWork Environment:o Office basedo Team building eventsVisa Sponsorship:o The Company will sponsor your work visa and cover all the costs incurred during the process

British American Household Staffing