16 Oct
New Evolution Interior Decoration
Dubai
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.
**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.
**Document Preparation**:
- 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.
- Please send your update CV below details
**Job Types**: Full-time, Contract
Application Deadline: 31/10/2024
Expected Start Date: 02/12/2024
▶️ Executive Assistant to CEO
🖊️ New Evolution Interior Decoration
📍 Dubai