Executive Assistant

Job Description The Executive Assistant serves as a trusted business partner to the Senior Vice President (SVP) Real Estate and Vice President (VP), providing high-level executive, operational, and administrative support. The role is responsible for managing executive priorities, coordinating with internal and external stakeholders, supporting governance and reporting activities, and ensuring the efficient delivery of strategic business objectives across the department. Responsibilities Executive Support to SVP & VP • Manage and maintain executive calendars, including scheduling, rescheduling, and prioritizing meetings. • Screen and direct phone calls, correspondence, and inquiries on behalf of the SVP and VP. • Prepare reports, presentations, invoices, letters, memos, and expense statements. • Conduct research and prepare briefing materials for meetings and presentations. • Attend meetings, record minutes, and track action items and follow-up activities. • Arrange business travel, including itineraries, purchase requests, travel documentation, and trip completion requirements. • Welcome and host visitors attending meetings. • Ensure continuity of executive support during periods of absence or organizational changes. • Monitor and ensure timely closure of actions arising from leadership meetings. • Coordinate executive dashboards, divisional reports, KPIs, and strategic initiatives. Office & Administrative Management • Oversee day-to-day administrative operations, including purchase requests, office supplies, and expense tracking. • Coordinate and manage support services provided by office assistants, administrative staff, and drivers. • Handle incoming correspondence, memos, and reports, ensuring timely distribution and follow-up. • Maintain organized filing and records management systems. • Perform general administrative duties, including procurement coordination and basic bookkeeping. • Support onboarding and offboarding activities in coordination with HR, IT, and Finance. • Manage procurement-related activities such as quotations, PRs, invoice tracking, and vendor coordination. • Liaise with internal stakeholders to resolve office, facility, tenant, and administrative matters. • Coordinate office relocations and workspace transitions as required. • Handle all administrative requirements for business centers. Office & Corporate Events • Plan, coordinate, and execute employee engagement initiatives and corporate events. • Coordinate branding materials, giveaways, and promotional collateral for events and campaigns. • Arrange event logistics, including transportation, access passes, and event materials. • Represent the division at external events and stakeholder engagement activities when required. • Ensure timely delivery and continuity of event, branding, and engagement activities throughout the year. Requirements & Skills Education • Bachelors degree in Business Administration or a related field. Experience • Minimum of 5 years of experience in a similar Executive Assistant or administrative support role. Key Skills & Competencies • Strong organizational and time management skills. • Excellent communication and interpersonal abilities. • Strong problem-solving and decision-making skills. • Stakeholder coordination and relationship management. • High level of confidentiality, integrity, and discretion. • Ability to manage multiple priorities and stakeholders simultaneously. • Excellent written and verbal communication skills. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Experience with records and database management systems. • Ability to work effectively with cross-functional teams including HR, IT, Finance, Sales, and Marketing. • Proactive, detail-oriented, and solution-focused mindset. Job Details Role Level: Mid-Level Work Type: Full-Time Country: United Arab Emirates City: Abu Dhabi Company Website: https://www.adairports.ae Job Function: Administrative Support Company Industry/ Sector: Airlines and Aviation What We Offer About The Company Searching, interviewing and hiring are all part of the professional life. The TALENTMATE Portal idea is to fill and help professionals doing one of them by bringing together the requisites under One Roof. Whether you're hunting for your Next Job Opportunity or Looking for Potential Employers, we're here to lend you a Helping Hand. Report Disclaimer: talentmate.com is only a platform to bring jobseekers & employers together. Applicants are advised to research the bonafides of the prospective employer independently. We do NOT endorse any requests for money payments and strictly advice against sharing personal or bank related information. We also recommend you visit Security Advice for more information. If you suspect any fraud or malpractice, email us at [email protected]. Show more Show less

Bachelor's degree in Business Administration or a related field. Minimum of 5 years of experience in a similar Executive Assistant or administrative support role.

Executive Support to SVP & VP: Manage and maintain executive calendars, screen and direct calls, prepare reports, briefing materials, minutes, and travel arrangements; coordinate dashboards, divisional reports, KPIs, and strategic initiatives; ensure continuity of executive support. Office & Administrative Management: Oversee day-to-day operations, procurement coordination, records management, bookkeeping, onboarding/offboarding with HR/IT/Finance, vendor coordination, and workspace/office relocations. Office & Corporate Events: Plan and execute employee engagement initiatives and corporate events, manage branding materials, event logistics, and external stakeholder engagement.