Experience

4 - 8 Years

Job Location

Sharjah - United Arab Emirates

Education

Any Graduation

Nationality

Any Nationality

Vacancy

1 Vacancy

Job Description

Roles & Responsibilities

1 . JOB PURPOSE

The Executive Assistant to the Managing Director will provide high-level executive, administrative, coordination, communication, and organizational support to the Managing Director. The position requires a highly organized, proactive, discreet, and commercially aware professional capable of managing multiple priorities, coordinating with internal and external stakeholders, and ensuring that the Managing Director's time and commitments are effectively managed. The incumbent will act as a key coordination point between the Managing Director, senior management, employees, clients, consultants, business partners, government authorities, and other stakeholders, ensuring timely communication, follow-up, documentation, and execution of assigned matters. The role requires excellent judgment, confidentiality, communication skills, attention to detail, and the ability to anticipate requirements and resolve issues independently.

2 . KEY RESPONSIBILITIES

A. Executive & Management Support

• Provide comprehensive day-to-day executive assistance to the Managing Director.
• Manage and prioritize the Managing Director's calendar, appointments, meetings, calls, and commitments.
• Coordinate internal and external meetings and ensure appropriate preparation in advance.
• Maintain a clear schedule of important deadlines, follow-ups, events, travel, and business commitments.
• Monitor action items arising from meetings and ensure timely follow-up with responsible persons.
• Prepare daily, weekly, and monthly schedules, briefing notes, and priority lists for the Managing Director.
• Anticipate the Managing Director's requirements and proactively arrange necessary information, documents, reports, and resources.
• Support the Managing Director in ensuring timely completion of strategic and operational assignments.
• Handle confidential and sensitive matters with the highest degree of professionalism and discretion.

B. Calendar & Time Management

• Effectively manage a dynamic and frequently changing executive calendar.
• Schedule appointments based on urgency, business priority, and availability.
• Coordinate meetings across different time zones where required.
• Avoid scheduling conflicts and proactively communicate changes.
• Maintain reminders for important meetings, deadlines, renewals, appointments, and business commitments.
• Ensure adequate preparation time is available before critical meetings.

C. Communication & Correspondence

• Act as a professional communication interface for the Managing Director.
• Draft, review, format, and proofread letters, emails, notices, presentations, reports, and other business correspondence.
• Manage communication with senior management, employees, clients, consultants, vendors, government representatives, and business associates.
• Respond to routine communications on behalf of the Managing Director, where authorized.
• Ensure communication is clear, concise, professional, diplomatic, and appropriately prioritized.
• Maintain professional relationships with internal and external stakeholders.
• Escalate important, urgent, or sensitive matters to the Managing Director without delay.

D. Email & Inbox Management

• Manage and organize the Managing Director's email inbox.
• Screen incoming correspondence and prioritize emails based on urgency and importance.
• Identify matters requiring immediate attention.
• Prepare draft responses and correspondence for approval.
• Track pending responses and ensure timely follow-up.
• Maintain appropriate email filing and documentation systems.
• Ensure confidential information is handled securely.

5 . KEY COMPETENCIES

Communication & Interpersonal Skills

• Excellent verbal and written communication.
• Strong professional email and business correspondence skills.
• Ability to communicate effectively with senior executives and external stakeholders.
• Strong interpersonal and relationship-management abilities.
• Diplomatic and professional approach.

Organizational & Time Management

• Exceptional organizational skills.
• Ability to manage multiple priorities simultaneously.
• Strong calendar and deadline management.
• Ability to work under pressure and meet tight deadlines.
• Excellent follow-up discipline.

Proactivity & Anticipation

• Ability to anticipate the Managing Director's requirements.
• Proactive approach to identifying and resolving issues.
• Ability to prepare information and documents before they are requested.
• Strong ownership and accountability.

Problem-Solving & Critical Thinking

• Strong analytical and problem-solving abilities.
• Ability to evaluate situations and recommend practical solutions.
• Ability to make appropriate decisions within delegated authority.
• Ability to manage unexpected situations calmly and efficiently.

Attention to Detail

• High level of accuracy in documents, reports, schedules, and correspondence.
• Strong proofreading and quality-checking skills.
• Ability to identify errors, inconsistencies, and missing information.

Adaptability & Stress Management

• Ability to work in a fast-paced executive environment.
• Comfortable with frequent changes in priorities.
• Ability to handle urgent assignments and last-minute requirements.
• Maintains professionalism and composure under pressure.

6 . TECHNICAL SKILLS

The candidate should possess strong proficiency in:

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Teams
• Google Workspace, where applicable
• Calendar and scheduling applications
• Video conferencing platforms
• Document management systems
• CRM / ERP systems, where applicable
• Digital communication and collaboration tools
• Advanced knowledge of MS Excel, PowerPoint, Word, Outlook, and executive-level presentation preparation will be preferred.

7 . EXPERIENCE

• Minimum 4-8 years of relevant experience as an Executive Assistant, Personal Assistant, Management Assistant, Executive Secretary, or similar position.
• Experience supporting a Managing Director, CEO, Chairman, Director will be highly preferred.
• Experience in a corporate, manufacturing, trading, professional services, or multinational business environment will be an advantage.

Desired Candidate Profile

• Minimum 4-8 years of relevant experience as an Executive Assistant, Personal Assistant, Management Assistant, Executive Secretary, or similar position.
• Experience supporting a Managing Director, CEO, Chairman, Director will be highly preferred.
• Experience in a corporate, manufacturing, trading, professional services, or multinational business environment will be an advantage.
• Professional maturity
• High integrity and ethical standards
• Absolute confidentiality
• Strong sense of responsibility
• Positive and service-oriented attitude
• Professional appearance and conduct
• Confidence and executive presence
• Patience and emotional maturity
• Strong ownership and accountability
• Ability to work independently
• Flexibility in working hours when business requirements demand
• Ability to interact effectively with senior management
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, Google Workspace, Calendar and scheduling applications, Video conferencing platforms, Document management systems, CRM / ERP systems, Digital communication and collaboration tools.
• Advanced knowledge of MS Excel, PowerPoint, Word, Outlook, and executive-level presentation preparation will be preferred.

Company Industry

• General TradingExportImport
•