Executive Assistant Full Time

Job Summary:

Fluid Codes is seeking a dedicated and proactive Executive Assistant to support our executive team in managing a wide range of administrative and coordination tasks. At Fluid Codes, we specialize in delivering advanced engineering simulation solutions in the Middle East and North Africa, serving industries such as oil and gas, aerospace, automotive, and energy. The Executive Assistant will play a crucial role in ensuring the smooth operation of our leadership team, facilitating communication, and driving efficiency in daily operations. This individual will act as a key point of coordination for the executive office, liaising with internal and external stakeholders and supporting business development initiatives.

Key Duties and Responsibilities:

• Efficiently manage the executive’s calendar, schedule appointments, and prioritize tasks to optimize productivity.
• Serve as the primary point of contact between the executive and internal/external stakeholders, ensuring clear and professional communication.
• Handle sensitive information with the highest level of discretion and professionalism.
• Arrange and manage logistics for business meetings, conferences, and travel, including transportation and accommodations.
• Organize and prepare materials for meetings, presentations, and reports, and maintain accurate records and documentation.
• Address logistical and administrative challenges effectively, ensuring smooth day-to-day operations.
• Oversee correspondence, reports, and presentations, ensuring accuracy and completeness.
• Coordinate with Executive Assistants from other organizations to schedule inter-company meetings.
• Screen and prioritize emails, calls, and other communications for the executive.
• Perform general administrative duties, including preparing expense reports and managing office supplies.
• Support the executive with ad hoc projects and business development initiatives.

Qualifications and Skills:

• Proven experience as an Executive Assistant or in a similar administrative role.
• Exceptional time-management and organizational skills.
• Strong communication and interpersonal abilities, with a polished and professional demeanor.
• Proficiency in Google Workspace (Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with scheduling and project management tools.
• Ability to handle multiple tasks, prioritize effectively, and meet tight deadlines.
• High level of discretion in handling confidential and sensitive information.
• Meticulous attention to detail and a commitment to excellence.
• Problem-solving mindset, particularly for logistical and administrative challenges.
• Adaptability to a fast-paced, dynamic work environment