Assistant to Chief Executive Officer

Khales Project Management and Consultancy is a prestigious firm in the UAE, specializing in luxury architectural design, construction management, and project execution. We are known for delivering superior quality and innovative design across luxury villas, high-end residential complexes, premium commercial spaces, and bespoke hospitality ventures. We are currently seeking an Assistant to the CEO to provide high-level administrative and strategic support, contributing to the growth and success of the company.

Position Overview:

The Assistant to the CEO will play a pivotal role in managing the CEO's schedule, coordinating meetings and communications, and ensuring the smooth operation of daily activities. This role requires someone with exceptional organizational and communication skills, capable of working in a fast-paced environment while maintaining the highest level of professionalism. The ideal candidate will be proactive, detail-oriented, and able to handle confidential matters with discretion.

Key Responsibilities:

1. Executive Support:
   Provide comprehensive administrative support to the CEO, managing schedules, appointments, and travel arrangements.
   Prepare and edit correspondence, reports, presentations, and other documents for internal and external use.
   Act as a liaison between the CEO and internal/external stakeholders.
   Assist in the preparation and follow-up of key meetings and presentations.
2. Project Coordination:
   Support the CEO in overseeing high-priority projects, ensuring deadlines are met and tasks are completed efficiently.
   Track progress on ongoing initiatives and help coordinate the efforts of various teams to ensure alignment with company goals.
   Attend meetings with the CEO, take minutes, and follow up on action items.
3. Strategic Planning Assistance:
   Conduct research and provide insights to support decision-making on business growth strategies, market trends, and potential opportunities.
   Prepare strategic reports and presentations for internal and external stakeholders, highlighting key metrics and business developments.
   Collaborate with various departments to collect relevant data and provide timely analysis to assist in strategic planning.
4. Communication and Liaison:
   Handle sensitive and confidential information with discretion.
   Manage communications on behalf of the CEO, including emails, phone calls, and meetings.
   Maintain positive relationships with clients, partners, and other stakeholders on behalf of the CEO.
5. Administrative Oversight:
   Manage office supplies, coordinate office events, and ensure the smooth operation of the CEO's office.
   Handle general administrative duties, including expense tracking, budget management, and document filing.
6. Relationship Management:
   Assist the CEO in maintaining relationships with high-profile clients and business partners.
   Plan and coordinate client visits, events, and business dinners as required.
   Ensure the CEO's time is used effectively and efficiently, prioritizing meetings and tasks based on importance and deadlines.

Qualifications:

Required:

• Education: Bachelor's degree in Business Administration, Management, or a related field.
• Experience: Minimum of 3-5 years of experience in an executive assistant or administrative support role, preferably in a luxury or high-end services industry.
• Technical Skills: Proficiency in Microsoft Office Suite, project management tools (e.g., Asana, Trello), and CRM software.
• Soft Skills: Excellent communication, organizational, and time-management skills; ability to handle multiple tasks simultaneously.
• Discretion and Confidentiality: Strong ability to handle sensitive information and maintain confidentiality.
• Proactive, resourceful, and able to work independently with minimal supervision.

Preferred:

• Certifications: Project Management or Executive Assistant certifications are a plus.
• Experience: Previous experience working in the architectural design or luxury services sector is highly desirable.
• Language: Fluency in Arabic is an advantage.

Working Conditions:

• Full-time position based in Dubai, UAE.
• Occasional travel may be required.
• The role involves interaction with high-level executives, clients, and partners, requiring professional demeanor and a high level of confidentiality.