Executive Assistant to the COO

Summary:

The Executive Assistant provides top-tier administrative, logistical, and project coordination support to the COO, ensuring optimal efficiency of the executive office and streamlined operations within the organization. This role requires a highly organized, detail-oriented, and proactive individual with exceptional communication and interpersonal skills.

Key Responsibilities:

1. Calendar and Schedule Management:
   Proactively manage the COO's complex and dynamic calendar, prioritizing appointments, meetings, and commitments.
   Schedule internal and external meetings, ensuring seamless coordination with relevant stakeholders, preparation of agendas, and distribution of briefing materials.
   Coordinate travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
2. Communication Gatekeeper:
   Serve as the primary point of contact for the COO, fielding phone calls, emails, and other inquiries.
   Screen, prioritize, and redirect communications as necessary, demonstrating discretion and judgment.
   Compose and draft correspondence, memos, reports, and presentations on behalf of the COO.
3. Working with Department Heads:
   Liaise with department heads and senior leaders to facilitate communication, prioritize projects, and coordinate cross-functional initiatives on behalf of the COO.
   Ensure that routine housekeeping of each department is followed.
   KPI submission.
   Reports after meeting the Finance Manager.
   Extraordinary expenses get approved in real time.
4. Project and Event Support:
   Assist with special projects and initiatives as directed by the COO, providing research, data collection, and progress tracking.
   Plan and execute executive-level events, including conferences, off-sites, and VIP functions.
5. Expense Management and Reporting:
   Prepare and submit expense reports for the COO in a timely and accurate manner.
   Track and reconcile budget items related to the COO’s office.
6. Office Management:
   Maintain a well-organized and efficient executive office environment.

Qualifications:

1. Bachelor's degree preferred, or equivalent experience in a relevant field.
2. Minimum of 3-4 years of experience as an Executive Assistant or in a similar administrative role supporting senior-level executives.
3. Impeccable organizational and time management skills.
4. Ability to prioritize tasks, multitask, and thrive in a fast-paced environment.
5. Excellent written and verbal communication skills.
6. Strong interpersonal skills with the ability to interact professionally with various stakeholders at all levels.
7. Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
8. Unquestionable professionalism, discretion, and the ability to maintain confidentiality.

Additional Desirable Skills:

1. Project management experience.

Salary: AED 8000 per month