Executive Assistant

Executive Assistant
United Arab Emirates - Sharjah 

Job Summary and Scope of Responsibilities

This is a unique and exciting opportunity to support a dynamic CEO across multiple global corporate functions. We are seeking a progressive, proactive, ambitious, and confident individual to work as the right hand to the CEO. This demanding but highly rewarding role requires operating with a 24/7 mindset, offering significant exposure and autonomy in taking on projects, managing them from inception to completion, and establishing efficient systems and processes.

As the Executive Assistant, you will coordinate global speaking events and media appearances, and liaise with Boards of various organisations. Your ability to process information efficiently, demonstrate critical thinking, and make decisions with minimal supervision will be crucial. Providing comprehensive support in a fast-paced environment, you will manage an exceptionally busy business diary, ensuring the principal is always briefed and their time is effectively managed.

Strong relationship management skills are paramount, as you will act as an extension of the CEO, liaising with offices of heads of state, VIPs, leading global industry figures, and ultra-high-net-worth individuals (UHNWIs). Maintaining the highest level of discretion and confidentiality is essential.

Exceptional communication skills, with fluent spoken and written English, and high emotional intelligence (EI) are prerequisites for this role. You will seamlessly integrate with a close-knit executive office team, becoming a vital and central member. Your role will be instrumental in optimising the CEO’s productivity and freeing up their time. Additionally, you will work closely with the broader team of executives, showcasing an impeccable eye for detail, exceptional organisational skills, and adaptability. Confidence in making things happen and optimising efficiencies is a must.

Duties and Responsibilities

As the Executive Assistant to the CEO, you will be entrusted with a wide range of responsibilities to ensure the smooth and efficient operation of the executive office. Your duties will include:

• Diary and Inbox Management: Handle extensive and complex diary and inbox management, addressing schedule conflicts, and coordinating activities across multiple time zones.
• Executive Support: Conserve the CEO's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; and initiating multi-faceted communications.
• Reporting: Report and update the CEO on all business-related matters.
• Stakeholder Liaison: Act as the primary point of contact for internal and external stakeholders, managing highly confidential and critical matters across various organisations.
• Meeting Preparation: Research and prepare information for meetings, and produce documents, reports, and presentations.
• Global Coordination: Arrange and handle all coordination for meetings worldwide in conjunction with the travel team.
• Document Creation: Independently create and process letters, e-mails, and other documents for the CEO to a meticulous standard.
• Task Management: Prioritise and manage multiple activities simultaneously related to the CEO’s responsibilities and follow through on issues promptly.
• Meeting Attendance and Follow-up: Attend meetings when appropriate, record actions, provide timely follow-ups, and pursue other people within the organsation as necessary.
• Event Coordination: Oversee, liaise, and review matters related to the CEO’s speaking engagements at various events, including PR and media communications.
• Document Review: Review documents, reports, and other materials, providing constructive feedback to executives on behalf of the CEO.
• Filing and Data Retrieval: Design and maintain appropriate filing and data retrieval systems to ensure ease of access to required information/documents at all times.
• Inventory Maintenance: Maintain and update inventories of the CEO’s corporate gift giveaways and brochures.

Your role will be critical in ensuring the CEO's time is optimised, their engagements are effectively managed, and their communications are handled with the highest level of professionalism and confidentiality.

Skills you need to bring

• Extensive EA Experience: Minimum of 7 years supporting high-level executives, with essential international UHNWI exposure.
• Educational Background: Bachelor’s degree in Business or a similar discipline.
• Outstanding Organisational Skills: Ability to assess situations, prioritise effectively, and manage time efficiently.
• Professional Dexterity: Maintain meticulous professionalism, discretion, and handle sensitive and confidential information with the utmost care.
• Adaptability: Thrive in a busy, high-pressure environment; flexible and responsive to changing situations and working hours.
• Judgment and Resilience: Trust your own judgment, act quickly, and demonstrate confidence and resilience with a positive mental attitude.
• Problem-Solving and Solutions-Focused: Confidently solve problems effectively and efficiently; maintain alertness and attention to detail.
• Excellent Communication: Exceptional written and verbal communication skills in English.
• Pressure Management: Ability to meet deadlines, work under pressure, and handle multiple tasks simultaneously.
• Self-Motivation: Demonstrate a high level of self-motivation and initiative.
• Advanced Technical Skills: Proficiency in MS Office and the ability to produce work-related memos and reports.