Executive Assistant to Executive Director

Job description / Role

Property & Real Estate

Whilst this role will be responsible for a wide variety of secretarial and administrative duties on behalf of the Executive Director, the responsibilities will extend into coordination of key tasks, power point and other presentation preparation, checking and formulating approval requests concisely, in order to ensure timely approvals.

• Attend meetings and create minutes of meetings
• Follow up on key tasks from meetings and deliverables within the team, to ensure that timelines are met.
• Coordinate periodic and ad-hoc reports, ensuring responsible team members provide their inputs in timely fashion and receive the necessary checks.
• Prepare, modify and verify content of power-point presentations and other formats.
• Manage the Executive Director ’s approval process, obtaining supporting information required to facilitate Executive Director approval.
• Assisting with special projects; designing and producing complex documents, reports, and presentations
• Devises and maintains office systems, including data management, filing and supports other senior members as requested
• Collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements.
• Maintains confidential document files with due regard to content, taking understanding of which departments have access to which information.
• Handle the Executive Director calendar and ensure to maintain a high accuracy when scheduling the appointments, coordinating late changes with externals due to leadership availability changes.
• Oversee the provision of administrative and secretarial support to the Executive Director.
• Screen incoming calls and correspondence and respond independently when possible in accordance with Executive Director ’s instructions.
• Prepare various documents (letters, memos, correspondence, agendas, notes and minutes of meetings) as requested by the Executive Director .
• Organize events and conferences by arranging for facilities, catering, invitations distribution and controlling events’ budget.
• Coordinate Board of Directors meetings, record and distribute minutes of meetings.
• Ensure the implementation and maintenance of an effective filing system.
• Coordinate and manage travel arrangements for the Executive Director.
• Arrange and prepare for compiling documents for travel related meetings when needed.
• Manage and coordinate the reception of high-level guests.
• Receive, manage and organize post mail of Executive Director’s office.

Requirements:

• Bachelor’s degree in Business Administration or other degree
• Over 5 years of experience working in executive assistance activities in the UAE preferred
• Previous experience in real estate related companies is a plus
• Strong proficiency in English language is essential.

About the Company

Service

Our aim is to provide our clients and candidates with a consistent, quality service that goes beyond the norm, giving them peace of mind and complete trust in our ability to meet their needs.

Knowledge

Big Fish consultants specialise in their fields and have extensive experience in the region and beyond. We take pride in our knowledge and network and believe that our relationships are built on trust and integrity and are made for the long term.

Care

At Big Fish, as well as caring for the people we work with, we also care about the world and environment we live in, that's why Big Fish support initiatives that promote human welfare, environmental protection and sustainability.

Easy Apply