
Executive Assistant to Chief Executive Officer BFL Group Dubai
Full time @BFL Group posted 2 months ago in Retail Shortlist Email JobJob Detail
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Job ID 28689
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Career Level Intermediate
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Experience 5-9 Years
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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.
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