Executive Assistant - UAEN

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 enabling the effective achievement of strategic business objectives across the ADAFZ department. Responsibilities Executive Support to SVP & VP • Manage and maintain complex executive calendars, including scheduling, prioritizing, and coordinating meetings. • Screen and direct phone calls, correspondence, and inquiries on behalf of the SVP and VP. • Prepare reports, presentations, invoices, memos, letters, and expense statements. • Conduct research and prepare briefing materials for meetings and presentations. • Attend meetings, record minutes, and monitor follow-up actions. • Coordinate business travel, including itineraries, purchase requests, travel memos, and trip completion requirements. • Welcome and host visitors attending executive meetings. • Ensure continuity of executive support during staff absences or organizational changes. • Track action items from leadership meetings and ensure timely completion. • Coordinate the preparation of executive dashboards and divisional reports. • Monitor divisional KPIs and strategic initiatives. Office & Administrative Management • Oversee daily administrative operations, including office supplies, purchase requests, and budget/expense tracking. • Manage administrative support services, including office assistants and drivers. • Handle incoming correspondence, determine priorities, and distribute accordingly. • Maintain and organize corporate records and filing systems. • Perform general administrative duties and basic bookkeeping activities. • Coordinate employee onboarding and offboarding with HR, IT, and Finance. • Support procurement activities, including quotations, purchase requests, invoices, and vendor coordination. • Coordinate with stakeholders to resolve facility, tenant, and administrative issues. • Manage office relocations and workplace transitions as required. • Handle all administrative requirements for business centers. Office & Corporate Events • Plan and execute staff engagement activities and corporate events. • Coordinate event branding, giveaways, and promotional materials. • Arrange event logistics, including transportation, passes, and event materials. • Represent the division at external events and stakeholder engagement activities when required. • Ensure successful execution and continuity of annual event and branding initiatives. Skills & Competencies • Strong organizational and time management skills. • Excellent communication and interpersonal abilities. • Problem-solving and decision-making capability. • Stakeholder coordination and relationship management skills. • High level of confidentiality, integrity, and discretion. • Ability to manage multiple priorities and stakeholders simultaneously. • Strong written and verbal communication skills. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Experience with records and database management systems. • Ability to liaise effectively with cross-functional teams including HR, IT, Finance, Sales, and Marketing. • Proactive, solution-oriented mindset with strong attention to detail. Show more Show less

Executive Support to SVP & VP: Manage and maintain complex executive calendars, including scheduling, prioritizing, and coordinating meetings. Screen and direct phone calls, correspondence, and inquiries on behalf of the SVP and VP. Prepare reports, presentations, invoices, memos, letters, and expense statements. Conduct research and prepare briefing materials for meetings and presentations. Attend meetings, record minutes, and monitor follow-up actions. Coordinate business travel, including itineraries, purchase requests, travel memos, and trip completion requirements. Welcome and host visitors attending executive meetings. Ensure continuity of executive support during staff absences or organizational changes. Track action items from leadership meetings and ensure timely completion. Coordinate the preparation of executive dashboards and divisional reports. Monitor divisional KPIs and strategic initiatives. Office & Administrative Management: Oversee daily administrative operations, including office supplies, purchase requests, and budget/expense tracking. Manage administrative support services, including office assistants and drivers. Handle incoming correspondence, determine priorities, and distribute accordingly. Maintain and organize corporate records and filing systems. Perform general administrative duties and basic bookkeeping activities. Coordinate employee onboarding and offboarding with HR, IT, and Finance. Support procurement activities, including quotations, purchase requests, invoices, and vendor coordination. Coordinate with stakeholders to resolve facility, tenant, and administrative issues. Manage office relocations and workplace transitions as required. Handle all administrative requirements for business centers. Office & Corporate Events: Plan and execute staff engagement activities and corporate events. Coordinate event branding, giveaways, and promotional materials. Arrange event logistics, including transportation, passes, and event materials. Represent the division at external events and stakeholder engagement activities when required. Ensure successful execution and continuity of annual event and branding initiatives.