Executive Assistant to CEO

Handle confidential and sensitive information with discretion.

Must have strong experience as an executive assistant.

Daily Schedule:

• Organize the daily agenda, including meetings, calls, and appointments.
• Prioritize tasks and ensure the CEO is aware of important deadlines.
• Monitor the CEO’s messages throughout the day and respond promptly.

Calendar Management:

Update and manage the CEO’s calendar regularly (multiple times daily/weekly).

Resolve scheduling conflicts and accommodate last-minute changes.

Set reminders for important events and deadlines (e.g., Adam & Admin).

Maintain the CEO’s Annual Travel Log.

Email and Correspondence:

• Monitor the CEO’s inbox, flagging important emails.
• Draft, reply to, and forward emails and letters on the CEO’s behalf.

Meeting Coordination:

• Schedule and confirm meetings with both internal and external stakeholders.
• Be familiar with meeting agendas and prepare/print documents if required.
• Brief the CEO on meeting topics and participants.
• Set up and manage virtual meetings (Zoom/Google Meet).
• Troubleshoot basic technology issues on the CEO’s devices (PC & mobile).

Guest Management:

• Coordinate with office staff to direct visitors and ensure they are comfortable.
• Inform the CEO when guests arrive.

Office Access Control:

• Ensure no one enters the CEO’s office without checking availability.
• Minimize interruptions during important calls or meetings.
• Manage the flow of guests, screening their needs before they see the CEO.

Office Organization:

• Maintain cleanliness and stock necessary supplies in the CEO’s office.
• Manage the CEO’s documentation (passport, visa, Emirates ID, insurance).
• Handle incoming and outgoing mail, packages, and courier services.

Phone Call Management:

• Answer and screen incoming calls, taking messages or redirecting as needed.
• Make outgoing calls on the CEO’s behalf.

Travel Arrangements:

• Book flights, hotels, and transportation for business trips.
• Prepare detailed travel itineraries, including directions and meeting times.
• Handle visa applications, travel insurance, and other necessary documentation.

Document Preparation:

• Draft, proofread, and format emails, reports, contracts, and presentations.
• Prepare executive summaries and briefing materials.
• Ensure all documents are accurate and professionally presented.

Expense Management:

• Arrange payments for the CEO’s personal and family-related expenses.
• Forward the CEO’s credit card statements/expenses to NE Accounts.

Event Coordination:

• Plan and coordinate business events, conferences, and social functions.
• Handle invitations, RSVPs, and event logistics.
• Arrange catering, venues, and other event services.

Stakeholder Liaison:

• Serve as a point of contact between the CEO and key stakeholders.
• Coordinate communication between NE departments and external partners.

Research and Data Collection:

• Conduct research on industry trends, clients, competitors, and potential partners.
• Analyze data and prepare reports to support decision-making.

Personal and Family-Related Tasks:

• Manage family schedules, appointments, and private events.
• Book reservations, purchase gifts, or arrange home services as needed.
• Coordinate family calendars, including children’s school and extracurricular activities.
• Ensure reminders for important family dates, airport pickups, etc.

Family Travel Arrangements:

• Arrange and book family vacations in coordination with the CEO’s wife.
• Prepare detailed itineraries, ensuring all travel logistics are handled.
• Manage family travel documentation (passports, visas).

Household Management:

• Coordinate with household staff (driver, nanny, gardener).
• Arrange monthly salary for the gardener with accounts.
• Schedule vehicle services with the driver and NE office staff.

Event Planning for Family:

• Organize family events, including flights and hotels for extended family.
• Handle event logistics, RSVPs, and catering services.

Personal Errands:

• Assist with personal shopping, gift purchases, and other errands.
• Schedule personal appointments, such as medical check-ups.
• Help manage the CEO’s personal finances or bill payments if needed.

Gifts and Special Occasions:

• Purchase and send gifts for family members and friends on special occasions.
• Plan surprise events or gestures for the CEO’s wife and children.
• Keep track of important dates to ensure timely arrangements.

Finance – Client Focused:

• Manage invoicing and billing.
• Coordinate accounts receivable.
• Accounts Receivable and Stage Payment Requests:
• Review project progress reports to detail stage payments.
• Ensure approvals and documentation are in place before sending payment requests to clients.
• Follow up with clients to confirm receipt and address any issues.

Client Project Milestone Tracking:

• Coordinate with colleagues on pending matters.
• Communicate with PMs, QS, and other team members to ensure client-related issues are addressed.

Interested Candidate

• Please send your update CV below details

Job Types: Full-time, Contract