Executive Office Assistant

Position Overview:

We are seeking a versatile and organized Office and Executive Assistant to support our CEO, manage front office operations, and assist the technical/sales team with administrative tasks. This role is critical to maintaining seamless daily operations and creating a welcoming environment. The ideal candidate is proactive, detail-oriented, and able to balance multiple responsibilities effectively.

Salary Range: 4000 - 5000 AED

Key Responsibilities:

Executive Support:

• Provide comprehensive administrative support to the CEO, including managing the CEO’s calendar, scheduling meetings, and coordinating travel and logistics.
• Prepare meeting agendas, take minutes, and follow up on action items as needed.
• Draft and edit documents, presentations, and correspondence on behalf of the CEO.
• Organize and maintain confidential files, ensuring secure storage and easy retrieval of essential documents.
• Assist in coordinating high-level internal and external meetings, managing guest arrangements and preparation.

Reception and Front Office Duties:

• Greet and assist visitors, answer and direct phone calls, and manage general inquiries with professionalism.
• Maintain an organized reception area to create a welcoming first impression.
• Sort and distribute mail, manage deliveries, and oversee general front desk responsibilities

Technical/Sales Team Support:

• Assist technical and sales teams with proposals, reports, and client-facing materials.
• Coordinate team meetings, client calls, and related logistics.
• Handle additional administrative tasks to support the technical and sales teams’ operational needs.

Office Management:

• Oversee office supplies inventory; order and restock items as needed.
• Assist in organizing company events, meetings, and team activities.
• Track office expenses and support budget management as required.

Administrative Support:

• Maintain organized records of important documents and files, both digitally and in physical storage.
• Assist with clerical tasks such as scanning, filing, and document preparation to enhance office efficiency.

Requirements:

Experience: 1-2 years in an administrative, office support, or executive assistant role

Education: Bachelor’s degree or equivalent experience in a related field.

Skills:

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management tools.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Personal Qualities:

• Friendly, welcoming demeanor with a customer-focused approach.
• Proactive and able to anticipate needs and solve problems independently.
• Detail-oriented, reliable, and able to work well under pressure.