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Executive Assistant to Chief Executive Officer BFL Group Dubai

  • Full time
  • Dubai, United Arab Emirates, TechnoPark, Dubai, AE View on Map
  • @BFL Group posted 5 months ago
  • Posted : December 24, 2024 -Accepting applications
  • Salary: د.إ6,000.0 - د.إ13,000.0 / Monthly
  • View(s) 179

Job Detail

  • Job ID 28689
  • Career Level  Intermediate
  • Experience  5-9 Years
  • Gender  Male Female 

Job Description

BFL Group is seeking a highly organized and experienced Executive Assistant to provide comprehensive support to their CEO. The ideal candidate will be a proactive problem-solver with exceptional communication skills and a proven ability to thrive in a fast-paced environment. Candidate will act as the primary point of contact for internal and external stakeholders, support in the CEO’s board meetings, manage the complex schedule, and provide high-level administrative support. This is an Intermediate level full time job. And salary can range between 6000-13000 AED/month.

Responsibilities of Executive Assistant

  • Calendar Management:
  • Proactively manage the CEO’s complex calendar, scheduling meetings, appointments, and travel arrangements across multiple time zones.
  • Prioritize commitments, resolve scheduling conflicts, and ensure the CEO is prepared for each meeting with necessary materials and background information.
  • Communication:
  • Serve as the primary point of contact for internal and external stakeholders, including executives, employees, board members, investors, and partners.
  • Screen and direct selective incoming calls, emails, and correspondence, prioritizing and delegating as appropriate.
  • Draft and edit correspondence on behalf of the CEO, ensuring professional, clear and accurate communication.
  • Executive Meeting and Event Coordination:
  • Organize and coordinate meetings, including board meetings, executive retreats, and other company events in co-ordination with the HR department.
  • Secure venues, manage logistics, prepare agendas, and ensure smooth execution of all executive events in co-ordination with HR, if company wide..
  • Document Preparation and Review:
  • Prepare presentations, reports, memos, and other documents for the CEO.
  • Proofread and edit documents for accuracy, clarity, and formatting.
  • Coordinate with other departments to gather necessary information and ensure timely completion of documents.
  • Administrative Support:
  • Manage the CEO’s business expenses, process invoices, and reconcile accounts.
  • Coordinate travel arrangements, including flights, accommodations, and transportation.
  • Provide general administrative support, such as filing, copying, and maintaining office supplies.

Confidentiality

  • Maintain the highest level of confidentiality and discretion in all matters related to the CEO, board members and the company.
  • Handle sensitive information with utmost care and professionalism.
  • Board Meetings Support:
  • Preparing the boardroom: Ensuring the room is set up correctly with necessary materials, refreshments, and technology.
  • Distributing materials: Providing board members with agendas, reports, presentations, and other relevant documents.
  • Taking minutes: Recording the key discussions, decisions, and action items from the meeting. This may involve using shorthand or a laptop to capture the proceedings accurately.
  • Administrative support during the meeting such as answering any queries from board members regarding schedules, documents, or logistics.
  • Liaising with other staff: Contacting other departments or individuals as requested by the board or CEO during the meeting.
  • Post Meeting – Distributing minutes: Preparing and circulating the minutes of the meeting to all attendees.
  • Tracking action items: Following up on any action items assigned during the meeting to ensure they are completed.
  • Communicating with board members: Responding to any post-meeting inquiries from board members.

Requirements for Role of Executive Assistant

  • Bachelor’s degree in Business Administration, Communications, or a related field.
  • 5+ years of experience as an Executive Assistant to a senior executive, preferably in the retail industry.
  • Previous experience in attending board meetings is a plus.

Skills And Knowledge Desired

  • Proven ability to manage complex calendars and prioritize competing demands.
  • Excellent written and verbal communication skills, with strong attention to detail.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Strong organizational and time management skills with the ability to work independently and as part of a team.
  • Ability to maintain confidentiality and exercise discretion in handling sensitive information.

Store Manager BFL Group Dubai

Required skills

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