Executive Assistant

Job Title: Executive Assistant

Location: Dubai

Vacancy: 1 Vacancy

On-Site Administrative Support: Assist the Senior Executive Assistant with any tasks that require physical presence in the Dubai office. Oversee daily office operations, working closely with the DIFC Receptionist to maintain efficiency.

Personal Assistance Support: Assist the Senior Executive Assistant with the personal affairs of the Chairman & his family including travel, accommodation, residences management, medical appointments, and personal shopping, ensuring smooth coordination.

Communication Management: Respond promptly to correspondence (WhatsApp/email/calls) as appropriate. Maintain effective and professional communication with internal and external stakeholders.

Calendar Management: Keep an accurate and updated calendar, scheduling appointments, office meetings, and reminders. Anticipate scheduling needs and proactively adjust to avoid conflicts.

Restaurant and Event Coordination: Make reservations for business lunches and dinners and assist in planning and coordinating events such as company Iftars, which includes site visits, rate negotiations, attendee list management, and organizing gifts for children.

Travel Management: Arrange and confirm travel and accommodation for the Senior Executives and guests on Onex, including booking flights, hotels, and securing visas. Troubleshoot and resolve any travel-related issues efficiently.

Confidential Records Maintenance: Maintain and manage confidential records and documents, ensuring their secure storage and proper handling.

Financial Oversight: Manage executive reports and spreadsheets, such as tracking cash logs, monitoring credit card expenses, and ensuring financial accuracy.

Desired Candidate Profile: The Executive Assistant will support the Senior Executive Assistant and act as the main on-site presence in the Dubai-based Executive Office. Responsibilities include, but are not limited to: