Executive Assistant

Company Description INDEX Holding is a long-established Emirati company, founded in 1928 and headquartered in Dubai, United Arab Emirates. The group operates across multiple sectors through seven main subsidiaries, including textiles, trading and investment, conferences and exhibitions, healthcare management, medical services, and media. Its subsidiaries, such as INDEX Conferences and Exhibitions Organisation Est., INDEX Health Care Management, INDEX Medical Center, and INDEX Media, reflect a diverse portfolio serving regional and international markets. Applicants join an organization with deep local roots and broad industry exposure, offering opportunities to work within a dynamic and multifaceted business environment. Role Description The Executive Assistant role is a full-time, on-site position based in Dubai, providing comprehensive executive-level support. The individual in this position is expected to handle confidential information with discretion and maintain a professional and organized work environment. Key Responsibilities : Administrative Support Calendar Management and Correspondence: • Efficiently schedule meetings, manage the CEO's calendar, and handle all correspondence on his behalf. • Filter emails, prioritize urgent correspondence, and manage email accounts effectively. Diary and Document Management: • Maintain the CEO's diary, ensuring that daily commitments, papers, and travel arrangements are well-managed and organized. • Prepare daily folders with diary, necessary documents, and resolve any issues that may arise. • Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations, and requests. Meeting and Travel Coordination • Schedule meetings between the CEO, his direct reports, committees, and groups he is involved in. • Coordinate all travel and accommodation requirements, ensuring arrangements align with the CEO 's preferences. Communication and Briefing • Act as the primary point of contact, filtering general information, queries, phone calls, and invitations directed to the CEO. • Manage the briefing process for the CEO, ensuring he is fully prepared for all engagements. • Maintain accurate records of papers and electronic correspondence on behalf of the CEO. Project Assistance and Special Tasks • Produce documents, briefing papers, reports, and presentations as required. • Occasionally accompany CEO during travel to take notes, provide general assistance during presentations, or support in various capacities. • Carry out specific projects, conduct research, and assist with decision-making processes. • Develop a strong understanding of roles within the private office and around the CEO to provide coverage when team members are absent. Guest and Stakeholder Relations • Ensure that guests meeting with the CEO receive exceptional care and assistance. Provide a high level of service in line with the CEO's work habits and preferences. Qualifications • Minimum of 5 - 8 years of experience as a Personal Assistant/Secretary/Executive Assistant support senior management • Bachelor's Degree in any field • Demonstrated Executive Administrative Assistance and Executive Support skills, including calendar management and meeting coordination. • Proficiency in Administrative Assistance, office organization, and document preparation. • Experience managing Expense Reports and basic financial tracking for executives. • Strong Communication skills, both written and verbal in English and Arabic with the ability to interact effectively at all organizational levels. • Solid proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and common office productivity tools. • Proven ability to handle sensitive and confidential Show more Show less

Minimum of 5-8 years of experience as a Personal Assistant/Secretary/Executive Assistant supporting senior management; Bachelor's Degree in any field; demonstrated executive administrative assistance and executive support skills including calendar management and meeting coordination; proficiency in administrative assistance, office organization, and document preparation; experience managing expense reports and basic financial tracking for executives; strong written and verbal communication in English and Arabic; solid proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and common office productivity tools; proven ability to handle sensitive and confidential information.

Administrative Support: manage CEO's calendar and correspondence, filter emails, prioritise urgent correspondence. Diary and Document Management: maintain CEO's diary, prepare daily folders, conduct weekly diary meetings. Meeting and Travel Coordination: schedule meetings with CEO and direct reports, coordinate travel and accommodation per CEO preferences. Communication and Briefing: act as primary contact for CEO, manage briefing process, maintain records. Project Assistance and Special Tasks: produce documents, accompany CEO during travel when needed, conduct research, support decision-making, understand roles within the private office for coverage. Guest and Stakeholder Relations: ensure guests receive exceptional care; provide high level of service aligned with CEO's preferences.