Administrative /PA/EA/Secretarial

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The Company:

A Family office dealing with Art based in DIFC

The Role:

The Executive Assistant will be responsible for providing official work support to the CEO


Major Responsibilities:

  • Extensive Outlook diary, email & contacts management
  • Full logistical support for travel including and not limited to flights, hotels and visa processing.
  • Day to day office operations, exercising the utmost discretion at all times
  • Arrange and schedule meetings, prepare agendas and relevant documents
  • Manage relationships with internal and external parties such as government entities, clients, service providers etc, providing information and handling issues independently
  • Ensure the CEO is properly prepared for meetings with the information required.
  • Manage all correspondence and approval requests (you will draft correspondence and review and summarise requests, to enable swift decision making) as well as maintaining organized filing and follow-up systems
  • Process expense claims relating to travel and other corporate expenses
  • Manage executive filing and data management systems ensuring timely and accurate document control
  • Respond and greet visitors in a welcoming and efficient manner.
  • Manage telephone calls
  • Undertake research when required
  • Assist in personal issues and maintain complete confidentiality
  • Transcribe dictation and typing of documents using Microsoft Word, Excel or PowerPoint
  • Oversee messenger/courier activities
  • Additional duties / assignments as directed


Qualifications & Desired Skills:

  • Professional degree
  • Minimum 10 years' experience as an Executive Assistant with a stable work background
  • Able to build rapport and trust at C Level and with busy executives.
  • Flexible approach to working hours and day, able to support the CEO in the evenings/ weekends if required
  • Effective time-management skills with the ability to prioritise
  • Detailed-orientated and outstanding quality assurance
  • Proven management experience with excellent planning skills
  • Strong communication skills;
  • Flexible and handles stress well

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