EH188 - Executive Assistant - Abu Dhabi

OverviewAn executive assistant is being sought in Abu Dhabi. They will be handle a variety of responsibilities ranging from daily administrative tasks to high-priority projects. The ideal candidate will be proactive, detail-oriented, and capable of working in a fast-paced environment with accuracy and discretion.ResponsibilitiesDay-to-day responsibilities would include a combination of the following:Executive & Admin SupportCalendar Management: Coordinate and manage complex scheduling of meetings, appointments, and events, with a keen understanding of priorities and commitments in various time zones.Document Preparation: Draft and edit correspondence, presentations, reports, and agendas to a high professional standard with high accuracy and attention to detail.Email and Communication Management: Screen, prioritize, and manage email communications and inquiries, ensuring timely responses and follow-up actions.Travel Arrangements: Plan and book travel itineraries, including flights, accommodations, and transportation, ensuring smooth logistics.Expense Reporting: Manage expense reporting, including submissions, reimbursements, receipt tracking, and reconciliation.System Creation and Efficiency: Create systems to streamline recurring tasks and maximize efficiency through the use of technology.Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action itemsScreen and prioritize emails, phone calls, and correspondence, as neededHandle multiple time zones (US HQ) and adjust schedules accordingly to accommodate changing priorities and last-minute adjustmentsPlan and execute flawless logistics for meetings, events, and travel, ensuring all arrangements align with preferences and requirementsMaintain accurate records, files, and databases, keeping track of important documents, contracts, policies and agreementsProject Management and SupportSpecial Projects Assistance: Support various projects, initiatives, focusing on strategic objectives and critical engagements.Event Coordination: Assist in planning and organizing events, from venue selection and guest list management to coordinating on-site logistics for seamless execution.Stakeholder Engagement: Assist in maintaining and cultivating relationships with stakeholders, demonstrating professionalism and cultural sensitivity.Gift Sourcing and ProcurementSourcing: Identify, research, and source high-end, culturally appropriate gifts for a range of occasions, often involving bespoke or custom-made items.Vendor Relations: Build and maintain relationships with regional vendors, ensuring access to unique and exclusive items.Logistics Coordination: Manage the logistics of purchasing, delivery, and quality control of gifts, including tracking and ensuring timely delivery.Inventory Management: Maintain an organized inventory management system, regularly assessing stock levels, coordinating restocking, and tracking high-value or bespoke items. Collaborate with vendors for quality procurement and manage storage logistics, including seasonal item care.Strategic Engagement and ResearchResearch & Reporting: Conduct in-depth research on varied topics as needed, preparing reports and updates for strategic decision-making.Problem Solving and Decision Making: Anticipate and address challenges, utilizing sound judgment and discretion to navigate sensitive situations.QualificationsBachelor’s degree in Business Administration, Communications, or a related field.Minimum of 5 years of experience as an Executive Assistant or in a similar role.Strong organizational and time management skills.Excellent verbal and written communication skills.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Ability to handle multiple tasks and work under pressure.RequirementsCultural Competence: Familiarity with Middle Eastern culture and customs.Project Management Skills: Demonstrated ability to manage multiple tasks and projects with competing priorities in a high-stakes environment.Exceptional Interpersonal and Communication Skills: Strong written and verbal communication abilities, with high attention to detail.Strong Organizational Skills: Highly organized, with excellent time management skills and the ability to anticipate needs.Professionalism and Discretion: Proven track record of maintaining confidentiality and managing sensitive information.Familiarity with travel coordination and logistics.Experience in event planning and coordination.Strong problem-solving and decision-making abilities.Discretion and confidentiality in handling sensitive information.Flexibility to adapt to changing priorities and last-minute adjustments.The role requires flexibility, as there may be occasional weekend or evening work to accommodate the scheduling needs.The position is based in Abu Dhabi.Salary and BenefitsSalary: DOEHolidays: 30 business days holidays; UAE public holidaysHealth and Life Insurance: Medical insurance under Company name Insurance Pl