Job title: EA - Executive Chairman (Arabic Speaking)
Job type: Permanent
Emp type: Full-time
Industry: Oil & Gas, Energy
Functional Expertise: Admin
Salary from: 16,000.00 AED
Salary to: 18,000.00 AED
Location: Dubai, AE
Job published: 03/06/2024
Job ID: 38377
Contact name: Zoe Clapp

Job Description

We are looking for an Executive Assistant to the Executive Chairman to provide comprehensive support to the Chairman, ensuring efficient management of their schedule, communications, and various other requirements. This role is pivotal in facilitating the smooth operation of the Chairman's commitments and enhancing their ability to lead effectively. The EA will also be the Executive Chairman’s personal assistant.

 

Principal Accountabilities:

 

  • Administrative and Meeting Coordination:
    • Arrange and schedule meetings with external parties, including booking venues, setting up calls, and organizing necessary catering and meeting room preparations.
    • Organize internal meetings upon request, sending invites, booking rooms, food deliveries, and informing staff as required by the Chairman.
    • Prepare meeting rooms according to specific requirements for each meeting, ensuring all logistical needs are met.
    • Take meetings of minutes.

 

  • Travel and Logistics Management:
    • Coordinate travel arrangements for visits to affiliates and other business-related trips, including liaising with affiliate GMs for visit agendas and travel preparations.
    • Book flights and accommodations for the Chairman, along with arranging visas, airport meet-and-greets, and local transportation.
    • Handle additional travel arrangements for accompanying staff and ensure all travel needs are seamlessly met.

 

  • Document and Communication Management:
    • Produce and manage high-quality documentation including reports, memos, and presentations to support the Chairman’s strategic initiatives.
    • Draft and send communications on behalf of the Chairman, ensuring confidentiality and accuracy.
    • Maintain and manage filing systems for both business and personal documents.

 

  • Expense and Claims Management:
    • Prepare and manage the Chairman’s expense claims, including currency conversions and obtaining necessary approvals.
    • Coordinate with the CFO and accounting department for the processing of these claims.

 

  • Personal and Family Support:
    • Manage personal appointments for the Chairman and their family, including medical, educational, recreational activities, etc..
    • Coordinate processing family-related administrative tasks (where eligible / applicable)
    • Maintain records and handle communications related to the Chairman’s family and their activities.
    • Planning and booking travel, including flights, accommodations, and ground transportation. Ensure that travel plans align with professional commitments and personal preferences, handling any necessary changes or cancellations efficiently.
    • Assist the Executive Chairman as may requested in other personal matters.

 

  • Special Projects and Additional Responsibilities:
    • Oversee projects as directed by the Chairman, ensuring deadlines are met and objectives achieved.
    • Perform other tasks and duties as requested by the Chairman, adapting to various business and personal needs.

 

Requirements:

 

  • Bachelor’s degree in business administration, management, or a related field.
  • Min. of 5 years and proven experience as an Executive Assistant, Personal Assistant, or similar role supporting senior executives, preferably in a corporate setting.
  • Fluency in English and Arabic (French is a plus)

 

Skills & Competencies:

 

  • Strong Organizational Skills: Exceptional ability to organize, prioritize, and streamline tasks.
  • Excellent Communication Skills: Proficiency in both verbal and written communication.
  • Discretion and Confidentiality: Uphold a strict level of confidentiality and discretion at all times.
  • Proactive Problem Solving: Ability to anticipate needs and execute solutions with minimal direction.
  • Adaptability: Comfortable with a fast-paced, ever-changing environment.
  • Technical Proficiency: Proficient with office management tools (MS Office, Google Suite, etc.) and capable of quickly learning new software.

 

Thank you for your application. Only suitable candidates will be contacted.

 

Please note that by applying to this role, your profile will be searchable in our database. Our Recruiters will contact you should another suitable role become available.