Pitstop UAE Hiring for Executive Assistant at مدينة الشارقة Full Time

Key Responsibilities:Act as the primary contact for any inquiries related to the CEO or other management staff, including meeting schedules and required reports.Take notes during meetings, prepare and distribute minutes in a timely manner, and follow up on action items discussed.Make arrangements for travel, transport, and accommodation, ensuring there are no conflicts. Book and coordinate travel logistics.Keep track of important tasks and deadlines for the CEO, event managers, or other management staff, and ensure timely completion.Deliver high-quality typing, report compilation, presentations, and correspondence. Ensure all documents are accurate and aligned with policy.Manage databases and filing systems to ensure efficient organization and retrieval of information.Implement and maintain procedures and administrative systems to enhance operational efficiency.Liaise with staff, suppliers, and clients to facilitate smooth communication and coordination.Prepare documents for signature, double-check information for accuracy, and ensure compliance with policies. Attach justifications for requests as needed.Provide administrative support to administrators and manage staff induction schedules in coordination with HR.Undertake additional responsibilities as required by the role or management.Define performance goals at the start of the year with the Line Manager and ensure they are achieved.Identify personal training and development needs, agree on them with the Line Manager, and attend relevant training sessions.Strive to achieve high proficiency in all required competencies and skills, keeping abreast of professional developments, new techniques, and current issues through continued education.Ensure clear, concise, and timely communication between the executive and team members, clients, and stakeholders.Efficiently manage the executive’s calendar, ensuring all appointments and meetings are properly scheduled, prioritized, and coordinated.Maintain high standards of confidentiality and handle sensitive information with utmost professionalism.Oversee smooth office operations, including supply management, document preparation, and coordination of administrative tasks.Track and monitor travel expenses, comparing them against the approved budget, and seek cost-saving opportunities where possible.Qualifications and Experience:Bachelors degree in business administration or a related field (preferred).3 to 5 years of similar experience working with C-suite management.Fluent in English (required)Proven ability to work independently and with others.Ability to manage complex human relationships and be culturally sensitive.Proficient in MS Office.Skilled in time management.Please note only shortlisted candidates will be contacted! Thank you for your interest in joining us!