Executive Assistant to Chief Executive Officer

Company Overview:

BFL Group is one of the world’s leading off-price retailers of fashion and homeware. With headquarters based in the United Arab Emirates, we serve over markets across the region and in Europe.

Our goal is to delight customers and entice them back with the promise of exceptional pieces that excite – all at up to 80% off the original retail price for fashion designer brands. Our unique “Treasure Hunt” model ensures there is always something new to explore, desire and discover within our stores. Our customers walk out with new items every time they visit any of our stores.

We are seeking a highly organized and experienced Executive Assistant to provide comprehensive support to our CEO. The ideal candidate will be a proactive problem-solver with exceptional communication skills and a proven ability to thrive in a fast-paced environment. The Executive Assistant will act as the primary point of contact for internal and external stakeholders, support in the CEO’s board meetings, manage the complex schedule, and provide high-level administrative support.

Responsibilities:

Calendar Management:

1. Proactively manage the CEO's complex calendar, scheduling meetings, appointments, and travel arrangements across multiple time zones.
2. Prioritize commitments, resolve scheduling conflicts, and ensure the CEO is prepared for each meeting with necessary materials and background information.

Communication:

1. Serve as the primary point of contact for internal and external stakeholders, including executives, employees, board members, investors, and partners.
2. Screen and direct selective incoming calls, emails, and correspondence, prioritizing and delegating as appropriate.
3. Draft and edit correspondence on behalf of the CEO, ensuring professional, clear, and accurate communication.

Executive Meeting and Event Coordination:

1. Organize and coordinate meetings, including board meetings, executive retreats, and other company events in coordination with the HR department.
2. Secure venues, manage logistics, prepare agendas, and ensure smooth execution of all executive events in coordination with HR.

Document Preparation and Review:

1. Prepare presentations, reports, memos, and other documents for the CEO.
2. Proofread and edit documents for accuracy, clarity, and formatting.
3. Coordinate with other departments to gather necessary information and ensure timely completion of documents.

Administrative Support:

1. Manage the CEO's business expenses, process invoices, and reconcile accounts.
2. Coordinate travel arrangements, including flights, accommodations, and transportation.
3. Provide general administrative support, such as filing, copying, and maintaining office supplies.

Confidentiality:

1. Maintain the highest level of confidentiality and discretion in all matters related to the CEO, board members, and the company.
2. Handle sensitive information with utmost care and professionalism.

Board Meetings Support:

1. Preparing the boardroom: Ensuring the room is set up correctly with necessary materials, refreshments, and technology.
2. Distributing materials: Providing board members with agendas, reports, presentations, and other relevant documents.
3. Taking minutes: Recording the key discussions, decisions, and action items from the meeting.
4. Administrative support during the meeting such as answering any queries from board members regarding schedules, documents, or logistics.
5. Liaising with other staff: Contacting other departments or individuals as requested by the board or CEO during the meeting.
6. Post Meeting - Distributing minutes: Preparing and circulating the minutes of the meeting to all attendees.
7. Tracking action items: Following up on any action items assigned during the meeting to ensure they are completed.
8. Communicating with board members: Responding to any post-meeting inquiries from board members.

Qualifications:

1. Bachelor's degree in Business Administration, Communications, or a related field.
2. 5+ years of experience as an Executive Assistant to a senior executive, preferably in the retail industry.
3. Previous experience in attending board meetings is a plus.
4. Proven ability to manage complex calendars and prioritize competing demands.
5. Excellent written and verbal communication skills, with strong attention to detail.
6. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
7. Strong organizational and time management skills with the ability to work independently and as part of a team.
8. Ability to maintain confidentiality and exercise discretion in handling sensitive information.

NOTE: Preferred an Emirati Talent

If you think you are fit for this job position, then apply right away. You are steps away from joining a Great Place to Work and we would love to meet you soon!