Executive Assistant

Roles and Responsibilities

We are looking for an experienced Executive Assistant to join PropertyFinder on a full-time capacity to support the Chief Financial Officer (CFO).

The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to multiple Senior Leaders. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Key Responsibilities

• Support the CFO and, at times, other executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
• Manage professional and personal scheduling for the CFO, including agendas, email, phone calls, client management, and other company logistics.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, creating presentations, and maintenance of systems.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications and plan events, both internal and off-site.
  

Desired Qualifications & Experience

• At least 3-4 years of administrative experience managing multiple Executives.
• UAE experience is preferred but not a must.
• Strong proficiency in English (verbal and written).

Desired Candidate Profile

• Time Management and Organization

  • Ability to efficiently manage multiple tasks, prioritize responsibilities, and meet deadlines.
  • Strong organizational skills to handle scheduling, planning, and managing the day-to-day operations of the executive’s office.

• Calendar and Travel Management

  • Managing the executive’s calendar, including scheduling meetings, appointments, and conferences.
  • Booking and coordinating travel arrangements, including flights, hotels, car services, and itineraries.

• Communication Skills

  • Strong verbal and written communication skills for handling correspondence, taking calls, and interacting with clients, team members, and stakeholders.
  • Crafting professional emails, reports, and other written communication on behalf of the executive.

• Problem Solving and Decision Making

  • Ability to think critically and provide solutions to problems that may arise, often with little guidance.
  • Proactive approach to managing tasks and anticipating needs before they become urgent.

• Discretion and Confidentiality

  • Handling sensitive information with discretion and ensuring confidentiality at all times.
  • Trustworthiness in dealing with private, business-critical, and financial matters.

• Event and Meeting Coordination

  • Organizing internal and external meetings, conferences, and events.
  • Preparing materials and presentations for meetings, as well as managing logistics like catering, venues, and technology setup.

• Office Administration

  • Managing office supplies, documents, and other administrative tasks to ensure the executive’s office runs smoothly.
  • Familiarity with office equipment, document management systems, and software.

• Tech-Savviness

  • Proficiency in office software like Microsoft Office (Word, Excel, PowerPoint) or Google Workspace.
  • Familiarity with communication tools such as Slack, Zoom, or Microsoft Teams.
  • Comfortable learning and using enterprise systems (e.g., Salesforce, CRM software).

• Project Management

  • Coordinating and supporting special projects and initiatives as required by the executive.
  • Managing deadlines, tracking progress, and keeping teams informed of project status.

• Client Relations and Stakeholder Management

  • Building strong relationships with key clients, partners, and stakeholders.
  • Handling communications on behalf of the executive with tact and professionalism.