Executive Assistant to Managing Director

Overview

1. Administrative Support

• Manage the MD’s calendar, scheduling meetings, appointments, and events while prioritizing tasks.
• Prepare and organize documents, reports, and presentations for meetings and decision-making.
• Handle travel arrangements for the MD, including flights, accommodations, and itineraries.

2. Communication and Correspondence

• Serve as the first point of contact for all communication with the MD’s office, including emails, calls, and written correspondence.
• Draft, edit, and proofread correspondence, ensuring clarity and professionalism.
• Coordinate communication between the MD and internal/external stakeholders.

3. Meeting Coordination

• Organize and coordinate meetings, including preparing agendas, taking minutes, and tracking follow-up actions.
• Ensure that all materials required for meetings are prepared and distributed in advance.
• Liaise with other departments to gather data and information for meetings.

4. Project Coordination

• Assist in planning and monitoring special projects assigned by the MD, ensuring timely execution.
• Track and report the progress of tasks and projects, ensuring alignment with organizational objectives.

5. Confidentiality and Professionalism

• Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
• Represent the MD’s office with professionalism in all interactions, reflecting the organization’s values.

6. Office Operations Management

• Ensure the smooth functioning of the MD’s office by managing supplies, equipment, and logistics.
• Maintain organized records and files, ensuring easy retrieval of documents when needed.

7. Protocol

• Organise and support high-level meetings, official visits, and ceremonial events involving senior officials.
• Ensure all interactions adhere to local cultural norms, UAE protocol standards,
• Advise internal stakeholders on correct forms of address where appropriate
• Coordinate venue setup aligned with protocol standards
• Act as a point of contact between executives and government officials, embassies, royal offices, and VIP guests.
• Maintain strong relationships with protocol departments, ministries, and external partners.
• Prepare formal communications, briefing notes, talking points, and agendas for VIP interactions.

8. Ad-Hoc Duties

• Perform other related tasks and duties as assigned by the MD to meet organizational needs.