Executive Assistant Full Time

Job Brief:

Our client in the equipment trading industry is looking for a highly organized and detail-oriented Executive Assistant to support the Chief Operating Officer (COO). This role is responsible for managing schedules, coordinating projects, and ensuring the smooth operation of the executive office. The ideal candidate will be proactive, professional, and capable of handling confidential information with discretion while liaising effectively with internal teams and external stakeholders.

Job Responsibilities:

Calendar & Travel Management:

• Manage the COO’s calendar, prioritize appointments, and ensure optimal schedule efficiency.
• Coordinate travel arrangements including flights, accommodation, transport, and itineraries.

Communication & Correspondence:

• Act as the gatekeeper for the COO’s communications.
• Screen calls, respond to emails, and draft memos, letters, and reports as needed.
• Ensure clear and timely communication with all departments and external parties.

Executive & Departmental Coordination:

• Liaise with department heads to ensure timely submission of KPIs, financial reporting, and approval workflows.
• Support cross-functional projects and initiatives to meet organizational goals.
• Assist with the planning and execution of high-level meetings and events.

Project & Event Support:

• Track progress of special projects and compile relevant research and documentation.
• Organize executive-level events, off-sites, and internal meetings.

Expense & Office Management:

• Prepare, reconcile, and submit the COO’s expense reports.
• Maintain records of departmental expenses and ensure budget adherence.
• Ensure a well-maintained and organized executive workspace.

Job Requirements:

• Bachelor’s degree or equivalent work experience in a relevant field.
• Minimum 5 years of experience in a similar role supporting senior-level executives.
• UAE experience is required.
• Excellent time management, organization, and multitasking abilities.
• Strong written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal skills and ability to interact with all levels of management.
• Discretion and professionalism when dealing with sensitive information.
• Project coordination experience is a plus.