Executive Assistant & Operations Manager

Overview

• **Job Summary**
• We're seeking an experienced Executive Operations Manager to oversee and coordinate the company's daily operations while serving as the primary operational support to the Founder.
• The successful candidate will be responsible for ensuring effective execution across departments, improving internal processes, coordinating business operations, and supporting strategic initiatives.
• This position requires a highly organized, proactive, and solutions-driven professional with strong operational, administrative, and project management capabilities.
• **Key Responsibilities**
• **Executive Operations**
• Support the Founder in the execution of strategic business initiatives and day-to-day operations.
• Coordinate and monitor the progress of company-wide projects, ensuring deadlines and deliverables are achieved.
• Prepare executive reports, meeting agendas, minutes, and follow-up action plans.
• Manage executive correspondence and confidential business documentation.
• Prioritize operational matters and ensure timely execution of assigned tasks.
• Act as the primary coordination point between the Founder and internal departments.
• **Business Operations**
• Develop, implement, and continuously improve operational processes and standard operating procedures (SOPs).
• Monitor business performance and identify operational inefficiencies
• Coordinate cross-functional activities between Sales, Marketing, Finance, Logistics, Warehouse, and external partners.
• Ensure operational compliance with company policies and procedures.
• Support business expansion projects and new operational initiatives. Project Management
• Plan, coordinate, and monitor multiple projects simultaneously.
• Track project milestones and maintain project timelines.
• Identify operational risks and recommend practical solutions.
• Prepare regular project status reports for management.
• Ensure all projects are delivered within agreed timelines.
• **Human Resources & Administration**
• Coordinate recruitment activities, including CV screening, interview scheduling, candidate communication, and onboarding
• Maintain employee records, probation tracking, leave records, and HR documentation.
• Assist in employee performance review coordination.
• Support the implementation of internal HR policies and procedures.
• Manage office administration and ensure smooth daily office operations.
• **Government & Corporate Administration**
• Coordinate with government authorities and external service providers regarding company administrative requirements.
• Monitor the renewal of company licenses, visas, labor documents, Emirates IDs, insurance policies, and other statutory requirements.
• Maintain organized corporate records and compliance documentation.
• Liaise with banks, legal consultants, auditors, insurance providers, and government service centers when required.
• **Finance Coordination**
• Coordinate with the Finance Department regarding invoices, payment schedules, receivables, and operational expenses.
• Organize financial documentation and maintain accurate administrative records.
• Support budget tracking and operational cost monitoring.
• Assist in preparing operational reports related to financial activities.
• **Procurement & Supply Chain Coordination**
• Coordinate with suppliers regarding quotations, purchase orders, deliveries, and shipment schedules.
• Monitor inventory levels and support stock planning.
• Coordinate logistics, customs clearance, and product delivery timelines.
• Follow up with suppliers to ensure timely completion of orders.
• **Marketing & Business Development Support**
• Coordinate with the Marketing team to ensure timely execution of campaigns, events, exhibitions, and product launches.
• Support distributor, salon, clinic, and strategic partner communications.
• Assist in preparing business proposals, presentations, and market research reports.
• Coordinate business meetings and partnership discussions.
• **Qualifications**
• Bachelor's Degree in Business Administration, Management, Operations, or a related field.
• Minimum five (5) years of experience in Operations Management, Executive Operations, Executive Administration, Project Management, or a similar role.
• Previous experience supporting senior management or founders is highly preferred.
• Experience working within the UAE is preferred.
• Experience in trading, FMCG, beauty, healthcare, retail, or related industries will be considered an advantage.
• **Required Skills**
• Excellent organisational and time management skills.
• Strong project management and coordination abilities.
• Excellent verbal and written communication skills in English.
• Strong problem-solving and analytical skills.
• Ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism and confidentiality.
• Strong interpersonal and stakeholder management skills.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with ERP systems, CRM platforms, Zoho, Notion, ClickUp, or similar business management software is an advantage.
• **Personal Attributes**
• Highly organised and detail-oriented.
• Proactive with a strong sense of ownership.
• Able to work independently with minimal supervision.
• Strong decision-making and prioritisation skills.
• Adaptable, resourceful, and solution-focused.
• Professional, discreet, and trustworthy.
• Committed to continuous improvement and operational excellence.
• **What We Offer**
• Competitive salary based on qualifications and experience.
• Medical Insurance.
• Annual Leave in accordance with UAE Labour Law.
• Annual Air Ticket.
• Professional development and long-term career growth opportunities.
• Opportunity to work directly with the Founder and contribute to the growth of a rapidly expanding company.