Job Title : Executive Assistant to CEO

Category :

Adecco Middle East Dubai, United Arab Emirates

Posted Date : 01/17/2017

Job Description :

Are you an EXECUTIVE ASSISTANT TO CEO? One of my International client, is in search of a succesful EA candidate with minimum 5 years, in a similar role or in Executive Assistant role working with a multitude of Senior Executives, with excellent knowledge of IT tools, mainly Office, ideally ease of work with Apple environment, iCloud, dropbox.

The EA will ensure an efficient and effective support to the Managing Partner in all her activities, as well as ensures office and facilities management and provide support in the organization of events and the improvement of the office operational efficiency, as well as setting appropriate policies & procedures.

Some of the main responsibilities are:

Personal assistance to the CEO:
Diary – Agenda: Be responsible for an efficient management of the CEO’s diary, electronic and paper, ensuring they are constantly up-to-date, and following-up with the CEO and key stakeholders to ensure a proper execution of the agenda.
Meetings: Support the CEO in the preparation of the various meetings, conferences, and the follow up of the different actions and stakeholders related to these meetings, including the preparation of documents, presentations, quotations, legal documents, …
Office organization: Support the CEO in the organization of own office and establish an efficient system for filing the relevant and critical documents and data.
General Administration: Ensure the general administration related to the activities of the CEO, including sorting incoming emails and courier, responding to phones enquiries, organizing travels, visas, flight and hotel bookings, expenses and bills managemen

Office management:
Filing system: Ensures that company’s documents, sensitive reports and contracts are securely filed and archived. Build the appropriate systems, tools and processes to ensure an optimal and efficient filing of documents for the company.
Emails: Be in charge of the company’s email box and mail and distribute it in a timely manner to the appropriate staff
Company’s organizational chart: Update constantly the company’s organizational chart, and adjust it according to the evolution of the business
Cost effectiveness: Provide to the CEO statistics on the utilization of the office material and provide solutions for more cost effectiveness
Recruitment: Support the recruitment selection and training of new Administration staff, where applicable


Facilities Management:
Coordinate and ensure an optimal maintenance of office equipment and infrastructure. Follow-up with the providers and suppliers to ensure an optimal and cost effective intervention and supply.
Manage relations and contracts with the providers and build a trustful collaboration. Ensure an optimal follow up and update of the contractual terms & condition


External and internal relations and Communication
Upon request of the CEO, follows-up on various matters with different internal and external stakeholders, and ensures an optimal flow of communication between them and the CEO.
Prepare correspondence on the CEO’s behalf.

Specific projects and events:
Manages and follows-up with specific projects according to the requirements of the CEO.
Organizes specific events requested by the CEO, plan the appropriate actions and follows-up execution.
Support the Marketing Department with events, conferences, company brochure, company website and company branding including stationary and business cards.

Key competences/ skills and Experiences required:

Education required: Bachelor degree with a broad knowledge and general culture, ideally in hospitality management

Experience required: proven experience, minimum 5 years, in a similar role or in Executive Assistant role working with a multitude of Senior Executives.

Professional Skills: Excellent knowledge of IT tools, mainly Office, ideally ease of work with Apple environment, iCloud, dropbox. Solid knowledge of English and French

Soft Skills and Capabilities required
· Excellent organizational and planning skills, including time and priority management
· High sense of precision, rigor and sense of detail, with a strong orientation for quality and efficiency
· High level of proactivity and speed in execution in a multitask environment
· Very good verbal and written communication, strong interrelationship and presentation skills
· High sense of responsibility, initiative, problem solving and service attitude
· Empathy, humility, capacity to listen and to understand the needs
· High sense of ethics, confidentiality and loyalty

Benefits Offered : As per UAE Law

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