Executive Assistant

Location:** Dubai, United Arab Emirates

• **Note. 5 years experience, cv with photo template, Date of birth in cv, nationality in cv , female candidates only**

Position Overview

Executive & Administrative Support

• Manage executive calendars, schedule meetings, and coordinate travel arrangements when required.
• Prepare agendas, presentations, reports, meeting summaries, and professional correspondence.
• Act as a liaison between management, suppliers, consultants, distributors, partners, and other external stakeholders.
• Handle confidential business information with a high level of discretion and professionalism.
• Maintain organized records of key business documents, contracts, agreements, and communications.
• Ensure timely follow-up on management action items and commitments.

Operations & Project Coordination

• Maintain and update project tracking files and operational dashboards.
• Monitor ongoing projects and ensure timely follow-up on pending actions.
• Identify priorities, deadlines, and blockers requiring management attention.
• Prepare project status reports and executive summaries.
• Coordinate with suppliers, consultants, partners, and service providers to ensure projects move forward efficiently.
• Anticipate operational needs and proactively propose solutions.

Commercial & Business Development Support

• Maintain and update prospect and distributor databases.
• Track commercial opportunities by country, status, and next actions.
• Maintain organized records of commercial discussions and opportunities.
• Assist in the preparation and coordination of commercial documentation and presentations.
• Ensure timely follow-up on commercial opportunities when required.

Documentation & Regulatory Coordination

• Organize and maintain structured records of registrations, certificates, artworks, technical documentation, and supporting files.
• Track registration progress and documentation requirements.
• Ensure all documentation is properly classified, updated, and easily accessible.
• Coordinate documentation requests with consultants, suppliers, and partners.

Finance & Administrative Follow-Up

• Maintain invoice tracking files.
• Monitor invoice status and keep records updated (paid, pending, partially paid, overdue).
• Ensure all supporting documents are properly filed and organized.
• Maintain accurate financial follow-up records and reporting dashboards.
• Coordinate with management and external service providers regarding financial documentation.

Logistics & Inventory Coordination

• Maintain inventory and stock tracking files.
• Monitor shipment status and logistics follow-up.
• Ensure inventory, packaging, and shipment records remain updated and accurate.
• Coordinate administrative aspects related to order fulfillment and deliveries.

Qualifications

• Minimum 6 years of professional experience in executive assistance, operations coordination, project coordination, administration, or a similar role.
• Bachelor's degree in Business Administration, Management, Finance, Operations, or a related field.
• Advanced proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
• Excellent organizational and reporting skills.
• Strong ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• Fluent in English (mandatory).
• French and/or Arabic are a strong advantage.
• High level of professionalism, discretion, and integrity.

Skills & Competencies

• Exceptional organizational skills and attention to detail.
• Strong ability to work independently and take ownership of responsibilities.
• Fast execution and ability to work efficiently under deadlines.
• Strong follow-up and coordination capabilities.
• Ability to adapt quickly to changing priorities.
• Strong problem-solving skills and resourcefulness.
• Ability to structure information and maintain accurate records.
• Proactive mindset with a strong sense of accountability.

What We Are Looking For

• We are looking for someone who goes beyond task execution and contributes to keeping projects, follow-ups, and operations organized and moving forward.
• The ideal candidate will:
• Work autonomously with limited supervision.
• Take ownership of assigned responsibilities.
• Be highly organized and detail-oriented.
• Work quickly and efficiently.
• Adapt easily to changing priorities.
• Maintain accurate and well-structured tracking systems.
• Ensure timely follow-up on projects, documentation, invoices, opportunities, and operational activities.
• If you are a proactive, reliable, and highly organized professional who enjoys coordinating multiple activities and helping a business operate efficiently, we would be pleased to hear from you.
• Pay: AED4,000.00 - AED5,000.00 per month