Executive Support Full Time

Executive Support Jobs in Abu Dhabi, UAE

Key Accountabilities:

• Manage the Vice President’s Calendar:
• This involves not only scheduling appointments and meetings but also proactively managing the SVP’s time to ensure maximum efficiency. This includes organizing the calendar to accommodate important deadlines, travel schedules, and ensuring that the SVP is aware of any potential conflicts or overlapping commitments.
• Coordinate and Prioritize Incoming Requests:
• The Executive Assistant will be responsible for screening and prioritizing emails, phone calls, and other communications directed to the SVP. This requires the ability to assess the urgency and importance of each request and take appropriate action, whether it’s responding directly, delegating to another team member, or scheduling time for the SVP to address it personally.
• Prepare and Edit Correspondence, Reports, Presentations:
• This involves drafting, editing, and formatting various documents, including emails, memos, reports, and presentations. The EA must ensure that all communications are professional, accurate, and aligned with the VP’s messaging and objectives. They may also be responsible for conducting research and gathering data to support the SVP’s presentations and reports.
• Act as a Liaison:
• The EA serves as a primary point of contact between the SVP and internal departments, external stakeholders, clients, and partners. This includes relaying messages, gathering information, and facilitating communication to ensure that all parties are well-informed and that the SVP’s directives are effectively communicated and executed.
• Assist in Sales Proposal and Contract Preparation:
• The EA may be tasked with assisting in the preparation of sales proposals, contracts, and other sales-related documents. This could involve gathering relevant data, coordinating input from various team members, and ensuring that all documents are accurate, complete, and submitted in a timely manner.
• Coordinate Events and Conferences:
• This includes planning, organizing, and coordinating logistics for events, conferences, trade shows, and other gatherings. The EA will be responsible for booking venues, arranging travel and accommodations, coordinating presentations and materials, and ensuring that all details are attended to for a successful event.
• Handle Confidential Information:
• As the EA will have access to sensitive and confidential information, they must maintain the utmost discretion and professionalism at all times. This includes handling confidential documents, conversations, and correspondence with care and ensuring that sensitive information is protected from unauthorized access or disclosure.
• Manage Expense Reports and Invoices:
• The EA will be responsible for managing the SVP’s expense reports, including tracking expenses, reconciling receipts, and submitting reports in accordance with company policies and procedures. They may also be responsible for processing invoices and ensuring that payments are processed in a timely manner.
• Provide General Administrative Support:
• This includes various administrative tasks such as answering phone calls, responding to emails, maintaining office supplies, filing documents, and other ad hoc tasks as needed to support the smooth functioning of the VP’s office.

Experience & Education Qualifications:

• Tertiary qualification or degree in Business Administration, Marketing, or a related field preferred, or;
• Certification in office management, administration or related field
• Exceptional organizational skills and the ability to multitask and prioritize tasks effectively.
• Strong attention to detail and accuracy in all work.
• Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to changing priorities and deadlines.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• Knowledge of the defense and aerospace industry is a plus.