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Location: Hybrid role but must be based in Dubai or Abu Dhabi, UAESalary: AED5k to 7k monthly depending experience Job Overview:As an Administrative Assistant, you will be a trusted partner responsible for managing a diverse range of tasks. Your role is crucial in maintaining the executive’s productivity and well-being by handling both professional and personal responsibilities with the highest level of discretion and efficiency. You will act as the executive’s mirror, owning their calendar and inboxes, and ensuring a balanced and organized approach to their busy lifestyle. Key Responsibilities: Professional Support:- Calendar Management: Expertly coordinate and manage the executive’s professional calendar, ensuring all meetings, appointments, and business travel arrangements are flawlessly scheduled.- Communication: Act as the primary point of contact for all professional communications, managing emails, phone calls, and correspondence with utmost professionalism.- Meeting Preparation: Prepare detailed agendas, attend meetings, take precise minutes, and diligently follow up on action items to ensure timely completion.- Document Management: Draft, review, and organize professional documents, presentations, and reports, maintaining a comprehensive and systematic filing system.- Travel Coordination: Arrange detailed business travel plans, including booking flights, accommodations, and transportation, and preparing thorough itineraries.- Project Assistance: Support various business projects through research, data collection, and report preparation, ensuring timely and accurate delivery.- Weekly Agenda Management: Own the weekly agenda of the executive, coordinating with all external parties to ensure all items and tasks are executed successfully and within the allocated time.- Time Management: Proactively manage the executive’s time, ensuring they remain on track with their schedule. Have the authority to push back and redirect the executive if necessary, maintaining adherence to internal systems and plans.- Confidentiality: Handle all professional and sensitive information with the utmost discretion and integrity. Personal Support:- Personal Calendar Management: Seamlessly manage the executive’s personal calendar, including family appointments, social events, and personal commitments.- Personal Errands: Handle personal errands with efficiency, including shopping, appointments, and other tasks as required by the executive.- Confidentiality: Manage sensitive and confidential information with the highest level of discretion and integrity. Qualifications:- Education: Bachelor’s degree in business administration, Management, or a related field is preferred.- Experience: 1-3 years of experience as a Personal Assistant or Executive Assistant or Office Administrator, with a proven track record in managing both professional and personal responsibilities.- Skills: – Superior organizational and time management skills. – Excellent written and verbal communication abilities. – Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). – Experience with project management tools such as Asana, Trello, or Monday.com. – Ability to multitask and prioritize in a fast-paced environment. – Strong attention to detail and exceptional problem-solving skills. – Professional demeanor and appearance. – Experience in managing household staff and personal tasks is highly desirable. Key Attributes:- Proactive and Resourceful: Demonstrates a high level of initiative and the ability to anticipate needs and independently solve problems.- Discreet and Trustworthy: Handles all information with the utmost confidentiality and integrity.- Adaptable: Thrives in a dynamic environment and adjusts seamlessly to changing priorities.- Team Player: Works collaboratively with team members and contributes positively to the workplace and home environment.- Empathetic: Understands and respects the balance between professional and personal life, providing holistic support to enhance the executive’s overall well-being.- Assertive and Supportive: Confidently manages the executive’s schedule and tasks, even pushing back when necessary to ensure adherence to plans, while maintaining a humble and non-intrusive demeanor.
