Executive Assistant

Location Dubai
Discipline: Commodities
Job type: Permanent
Contact name: Georgia Leatherland

Contact email: georgia.leatherland@venturesearch.com
Job ref: 3128
Published: 12 days ago

EA to CEO
Location: Dubai


We are looking for an EA to CEO to join a leading oil trading business based in Dubai, the ideal candidate will provide high-level administrative and organizational support to the CEO, ensuring efficiency in daily operations. This role is crucial in optimizing the CEO’s time through effective schedule management, communication handling, and coordination of various tasks.

KEY RESPONSIBILITIES

  • Manage and coordinate the CEO’s calendar, ensuring efficient scheduling of meetings, appointments, and events.

  • Organize travel logistics for the CEO and relevant team members, including flights, accommodation, transportation, and currency arrangements.

  • Assist in coordinating departmental activities to align with strategic objectives.

  • Oversee and prioritize the CEO’s email correspondence, responding on their behalf where necessary and ensuring timely follow-ups.

  • Prepare reports, presentations, and meeting minutes, ensuring accurate documentation of key discussions and action points.

  • Maintain an efficient filing and database system, ensuring all relevant documents are organized and accessible.

  • Support board meeting preparations, including agenda development, minute-taking, and follow-up on action items.

  • Serve as a liaison between the CEO and employees, fostering effective communication and collaboration.

  • Provide logistical support for corporate events, managing all planning and execution aspects.

  • Handle confidential correspondence with discretion and professionalism.

  • Distribute corporate documents to internal teams and external partners as required.

  • Assist in process improvements and operational efficiencies within the organization.

  • Track deadlines for key tasks and ensure timely completion of assignments as per the CEO’s directives.

  • Remind the CEO of important commitments and follow up on deliverables to maintain accountability.

  • Act as the main point of contact between the CEO and internal/external stakeholders to streamline communication and manage inquiries.

  • Provide administrative assistance to other departments when required.

  • Coordinate with HR and Admin teams for office management, event planning, and related activities.

  • Ensure adherence to company policies and operational procedures.


    QUALIFICATIONS

  • Arabic & English speaking is essential - other languages are advantageous.

  • Proven experience as a Personal Assistant or Executive Assistant, preferably supporting senior executives.

  • Strong organizational and time management skills, with the ability to handle multiple priorities efficiently.

  • Meticulous attention to detail and a commitment to high-quality work.

  • Excellent verbal and written communication skills, with the ability to interact professionally at all levels.

  • Demonstrated ability to handle confidential information with discretion.

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling tools.

  • Strong problem-solving skills and the ability to make sound decisions independently.

  • Flexibility and adaptability to changing priorities and fast-paced environments.

  • Professional and diplomatic demeanor.

This role requires a proactive and highly organized professional who can manage a fast-paced environment while maintaining confidentiality and professionalism at all times.

To apply, please submit your CV and cover letter outlining your relevant experience.

Please note that due to the high volume of applications, only shortlisted candidates will be contacted.