Executive Assistant and Office Manager

Job Summary:

Al Ramz Corporation P.J.S.C. is seeking an Executive Assistant & Office Manager for our head office in Abu Dhabi to provide premium administrative support to a C-level executive, ensuring efficient accomplishment of key tasks and company initiatives. Responsibilities include organizing executive communications, screening visitors, and providing professional customer service. The role also involves drafting presentations, reports, and meeting minutes, as well as managing the executive’s daily calendar, scheduling meetings, confirming appointments, and arranging accommodations or transportation as needed.

High-level proficiency in Arabic and English is a must.

Key Responsibilities:

1. Calendar and Schedule Management:
   • Manage the executive's calendar, including scheduling meetings, conference calls, and appointments with clients, investors, and other stakeholders.
   • Coordinate and prioritize the executive's commitments to optimize their time and ensure effective time management.
2. Communication and Correspondence:
   • Screen and manage incoming calls, emails, and correspondence, responding or redirecting them as necessary.
   • Prepare and edit professional communications, presentations, reports, and other documents on behalf of the Executive.
3. Meeting Coordination and Preparation:
   • Arrange, organize, and coordinate meetings, including internal team meetings, board meetings, and client meetings.
   • Prepare meeting agendas, collate relevant documents and reports, and ensure all necessary arrangements are in place for successful meetings.
4. Travel and Itinerary Management:
   • Make complex travel arrangements, including flights, accommodations, visas, and ground transportation for the executive and other team members as required.
   • Prepare detailed itineraries, travel packs, and expense reports, ensuring smooth logistics for business trips.
5. Information Management:
   • Conduct research, gather data, and prepare reports or presentations for the executive's review.
   • Maintain and update confidential files, records, and databases, ensuring easy access to information when needed.
6. Relationship Management:
   • Build and maintain effective relationships with key stakeholders, including clients, investors, and senior executives within the organization.
   • Act as a liaison between the executive and internal/external parties, representing the executive professionally and diplomatically.
7. Confidentiality and Discretion:
   • Handle sensitive and confidential information with the utmost discretion, maintaining a high level of professionalism and integrity.
8. Special Projects and Initiatives:
   • Support the executive in special projects, initiatives, and strategic tasks, providing research, coordination, and follow-up as required.

Qualifications and Skills:

• A minimum of 5 years of experience as an executive assistant or personal assistant to senior management, preferably in the finance or investment banking industry.
• Strong understanding of the investment banking sector and familiarity with related terminology and processes.
• Excellent organizational and time management skills, with the ability to prioritize effectively and handle multiple tasks simultaneously.
• Exceptional written and verbal communication skills, including the ability to draft professional correspondence and reports in both Arabic and English.
• Proficiency in using office software and applications, including email, calendar management, and document preparation tools.
• Attention to detail and accuracy in handling information, documentation, and financial data.
• Discretion, professionalism, and the ability to maintain confidentiality.
• Flexibility and adaptability to changing priorities and work demands in a fast-paced environment.
• Strong interpersonal skills and the ability to build relationships with diverse stakeholders, including clients, investors, and colleagues.
• Proactive mindset and problem-solving skills to anticipate needs and provide solutions.

If you meet the above requirements, please send your CV (which should include your nationality and current location) to recruitment@alramz.ae.

Considering the high volume of applications we receive, only shortlisted candidates for interviews will be contacted.