Executive Assistant to Managing Director

Summary:

Provides executive support to the Managing Director at a group or holding level, managing schedules, coordinating meetings, and handling communications to ensure smooth operations. This role requires an Arabic-speaking candidate based in the UAE, experienced in supporting MDs or CEOs, with strong skills in discretion and cultural communication.

Reporting Structure:

- Reports to Managing Director

- Works with other executive assistants, departmental heads, and external vendors

Responsibilities:

- Manage the executive’s calendar, including scheduling meetings and appointments.

- Act as the point of contact between executives, employees, clients, and other external partners.

- Coordinate and prepare materials for internal and external meetings, including agendas and presentations.

- Handle confidential information with discretion and professionalism.

- Organize travel arrangements, itineraries, and accommodations for executives.

- Assist in the preparation of financial statements, reports, memos, invoices letters, and other documents.

- Take minutes during meetings and coordinate follow-up actions.

- Manage correspondence by responding to emails, phone calls, and mail.

- Perform office duties that include ordering supplies and managing a records database.

- Plan events, conferences, and coordinate logistics with vendors.

- Conduct research and compile data as needed for reports and projects.

- Support with personal tasks and obligations as required by the executive.

Typical Background/Experience:

- 5+ years of experience in an administrative or executive support role, specifically supporting C-level executives such as MD/CEO

- Previously held roles such as 'Executive Assistant to MD/CEO' or 'Personal Assistant to C-level Executives'

- Experience in corporate environments like finance, legal, or technology firms, preferable at a group or holding level

- Proficiency in Microsoft Office Suite, Google Workspace, and scheduling software like Calendly

- Excellent organizational and multitasking skills

- Strong written and verbal communication abilities, with proficiency in Arabic and English

- Demonstrated experience in managing calendars, travel arrangements, and expense reporting for C-level executives

- Ability to maintain high levels of discretion and confidentiality, especially in sensitive corporate matters

- Based in UAE and familiar with local business etiquette and practices

Education Qualifications:

- Bachelor's degree in Business Administration, Communications, or a related field.

- Certification in Office Management or Administrative Support preferred (e.g., Certified Administrative Professional).

- Optional: Diploma or coursework in Executive Assistance or Secretarial Studies.

Skills:

- Calendar and schedule management

- Travel coordination

- Email and correspondence handling

- Meeting preparation and support

- Confidentiality and discretion

- Time management

- Communication skills

- Office management

- Project management

- Attention to detail

- Problem-solving abilities

- Proficiency in Microsoft Office Suite

- Interpersonal skills

- Prioritization and multitasking

- Event planning

Location: Abu Dhabi United Arab Emirates (UAE)