Degree in Business Management, Human Resources, or a related field
3-5 years of experience as a Personal/Executive Assistant or in a similar administrative role (UAE experience is a plus)
Proficiency with Asana, Canva, Google Workspace (Gmail, Drive, Docs/Sheets), and Excel; familiarity with accounting systems like Xero
Excellent English communication, professional phone etiquette, and strong organizational, time-management and multitasking skills
Requirements:
Provide day-to-day executive support to the CEO, including diary management, calendar coordination, video conferences, emails, and tracking meeting actions
Coordinate tasks across the CEO’s team and ensure timely completion with proactive follow-up
Organize Directors Meetings with agenda preparation and supporting documentation, and manage meeting logistics
Manage travel arrangements including research, itineraries, and bookings (air, train, accommodation) for international travel
Job description
This is a remote position.
Summary of the role
The Personal Assistant/ Executive Assistant - Virtual, will be responsible for providing comprehensive support to the [CEO, Director, etc.], managing office systems and supervising staff. This role requires exceptional organizational skills, the ability to handle confidential information, and the capacity to manage multiple tasks simultaneously.
Responsibilities
Providing ‘day to day’ assistance and support to the CEO; coordinating correspondence, proactive/accurate management of diaries, Video Conferencing and other calls, emails, arranging, tracking, and monitoring meeting actions
Managing tasks assigned by the CEO to his team members and ensuring completion by following up with team members
Create posts using Canva or similar platform and share on social media management for CEO when required (usually we preprogram using Hootsuite)
Organizing and attending Directors Meetings, to include preparation of agendas and other documentation to support these meetings
Provide administrative support across various Strategic Projects to the Directors monitoring workstreams deliverables
Playing a key role in providing input to business decisions offering an impartial sounding board with a great understanding of all the departments and how they interact with one another
Travel research, trouble arrangements, itinerary preparation, air tickets and train tickets reservation.
Ability to translate business requirements and prioritize activities to support the Directors in meeting their business objectives
Collating monthly reports and other strategic information required by the Directors
Own all travel management; coordinating and booking international travel requirements to include trains, flights, cars, and accommodation for the CEO
Preparing reports, presentations and data analysis
Ad-hoc administrative support to the company secretarial team as required
Requirements
Essential Skills, Knowledge & Experience
Degree in Business Management, Human Resources or relevant field
Minimum 3 - 5 years of experience
Training as a secretary
Previous work experience in the UAE is an added advantage
Experience with using Asana, Canva, Accounting systems such as Xero, Excel, Gmail, Google, Google Suite, Drive
Experience on these specifically google travels, air BNB, Booking.com and all the other platforms.
Basic knowledge of Hootsuite and Canva and Instagram.
Proven admin experience
Excellent communication skills, fluency in English, professional and friendly phone etiquette
Exemplary planning and time management skills
Exceptional organizational and multitasking skills
Ability to work well under pressure and meet deadlines
Personal Attributes
Must be accountable with a strong work ethic, a sense of urgency and ownership, and be able to work effectively both independently and as part of a team
Data driven, highly organized, and detailed oriented
Able to deliver as efficiently as possible without compromising quality or the customer experience
First class communicator with an ability to engage sales teams, operational teams and customer stakeholders up to a senior level with confidence.
Efficient in approach, developing optimized and simple working methods and processes with a keen eye for detail
Continually improving, caring about quality, and delivering customer value
Benefits
Work Environment
General Work Hours: 45 hours a week with mandatory weekend availability if needed.
