Executive Assistant

at  LED Flex

LED Flex is a manufacturer of LED luminaires, established for over 10 years and is looking for a dynamic and experienced Executive Assistant to the Global Sales Director to join our Dubai team. Ideally you will be located in Dubai Investment Park 2, UAE.

Role & Responsibilities:

• To support and work closely with the Global Sales Director.
• Work closely with the LEDFlex Global Sales & Estimation team to align upcoming meetings.
• Organise, book and support internal and external engagements/meetings Drafts meeting agenda and ensure the timely preparation of papers and follow up on actions from meetings.
• Manage diaries for external and internal meetings Assist in the organisation of sales and marketing related events with our customers.
• Administrative support as required including typing, documents preparation, filing, presentation and reports preparation, collating data and conducting research.
• Handle and prioritize emails, phone calls, and other correspondence on behalf of the Director.
• Act as point of contact for internal & external clients
• Coordinate and book travel arrangements including itineraries, flights, hotels, visas, insurances and cars/taxis
• Prepare your executive’s expense report submissions
• Address inquiries and resolve issues professionally and promptly.
• Ensure the Director’s office is organized and equipped with necessary resources.
• Maintain records, files, and documentation in an accessible and confidential manner.
• Proactively identify and address potential issues to minimize disruptions to the Director’s workflow.
• Provide research, analysis, and recommendations to support decision-making.
• Convey directives, instructions, and information clearly and effectively.
• Support the director with his projects and ad-hoc tasks as assigned.

Qualifications:

• Bachelor’s Degree (preferred in fields like Business Administration, Communications, or a related field)
• Proven Work Experience: 3–5+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role.
• Experience supporting high-level executives or senior management.
• Familiarity with office management systems, travel arrangements, and meeting scheduling.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
• Familiarity with project management tools and communication platforms
• Knowledge of office equipment and systems (printers, teleconferencing).
• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and handle tight deadlines.

Additional Qualifications

• Strong attention to detail.
• Problem-solving ability and resourcefulness.
• Flexibility to adapt to changing priorities.
• Professional demeanor and the ability to represent the executive positively.
• Multitasking capabilities in a fast-paced environment.
• Communication Skills: Excellent written and verbal communication, often requiring correspondence on behalf of the executive.
• Time Management: Efficiency in scheduling, prioritizing, and managing calendars.
• Discretion and Confidentiality: Handling sensitive and confidential information with care.
• Interpersonal Skills: Professional demeanor and ability to interact with high-level executives and stakeholders.

EXPERIENCE:

• Admin Support: 2 years (Required)
• Executive Assistance: 2 years (Required)
• Office administration: 2 years (Required)
• support to the Sales Director/Manager: 2 years (Preferred)

• To support and work closely with the Global Sales Director.
• Work closely with the LEDFlex Global Sales & Estimation team to align upcoming meetings.
• Organise, book and support internal and external engagements/meetings Drafts meeting agenda and ensure the timely preparation of papers and follow up on actions from meetings.
• Manage diaries for external and internal meetings Assist in the organisation of sales and marketing related events with our customers.
• Administrative support as required including typing, documents preparation, filing, presentation and reports preparation, collating data and conducting research.
• Handle and prioritize emails, phone calls, and other correspondence on behalf of the Director.
• Act as point of contact for internal & external clients
• Coordinate and book travel arrangements including itineraries, flights, hotels, visas, insurances and cars/taxis
• Prepare your executive’s expense report submissions
• Address inquiries and resolve issues professionally and promptly.
• Ensure the Director’s office is organized and equipped with necessary resources.
• Maintain records, files, and documentation in an accessible and confidential manner.
• Proactively identify and address potential issues to minimize disruptions to the Director’s workflow.
• Provide research, analysis, and recommendations to support decision-making.
• Convey directives, instructions, and information clearly and effectively.
• Support the director with his projects and ad-hoc tasks as assigned