Executive Assistant REF-J01-619

Job Description

Qualifications / Skills

Minimum Requirements for Candidates

• You must have a minimum of 5 years of experience directly supporting C-suite level executives, including demonstrated experience managing complex calendars for at least two senior leaders simultaneously across multiple international time zones (minimum 3-hour difference). You must also have experience coordinating a minimum of 10 multi-leg international travel itineraries per year.
• You must provide evidence of having managed an end-to-end procurement process for a minimum of 20 purchase orders or vendor contracts annually. This includes demonstrating successful negotiation that resulted in a quantifiable cost saving or value-add (e.g., a minimum of 5% cost reduction or improved payment terms) on at least 5 of those contracts.
• ou must have at least 3 years of experience managing a central repository of active contracts, with responsibility for a portfolio of at least 50 client and supplier agreements. You must have maintained a 100% on-time rate for tracking and actioning key milestones (renewals, expirations) for the duration of your management.
• You must have a minimum of 2 years of direct experience with corporate secretarial duties specifically within the UAE. This includes having personally prepared and submitted statutory filings (e.g., annual returns, license renewals) with UAE regulatory bodies and maintained a company's statutory registers in full compliance with local law.
• Develop, implement, and oversee policies for administrative activities within the executive office, including expense reporting, travel, and correspondence management.

Expectations for Ideal Candidates

• The candidate should have the hands-on experience to manage vendor relationships and deliver tangible financial benefits to the company
• The candidate supports the Client & Supplier Contracts Administration duties, proving the candidate can operate a meticulous and error-free system to mitigate contractual risk
• The candidate must have excellent communication skills.

Responsibilities

• Manage and maintain the CEO's dynamic calendar, coordinating complex executive meetings, appointments, and international/domestic travel arrangements.
• Prepare, review, and finalize high-level executive correspondence, confidential reports, and presentations for internal and external audiences.
• Support board and senior leadership meetings by preparing agendas, compiling briefing materials, and accurately recording and distributing minutes.
• Serve as the primary gatekeeper for the CEO's office, handling all confidential information with the utmost discretion and professionalism.
• Develop, implement, and oversee policies for administrative activities within the executive office, including expense reporting, travel, and correspondence management.
• Establish and enforce standards for document management and record-keeping to ensure information is organized, secure, and compliant.
• Oversee the execution of administrative tasks, delegating to and supervising junior staff or relevant departments to ensure the efficient operation of the executive office.
• Continuously review and improve administrative workflows to identify opportunities for increased efficiency and effectiveness.
• Oversee the end-to-end procurement process, including vendor sourcing and selection, processing requisitions, and managing approvals in line with company policy.
• Negotiate with suppliers to secure competitive pricing, favorable terms, and robust service-level agreements (SLAs).
• Track purchase orders, monitor delivery schedules, and manage payments to ensure accuracy and timeliness, coordinating closely with the Finance department for budget alignment and invoice reconciliation.
• Maintain strong, professional relationships with key vendors.
• Establish and manage a centralized repository for all client and supplier contracts, ensuring proper version control and accessibility.
• Diligently track key contract milestones, including renewal dates, expiration deadlines, and compliance requirements, to prevent lapses.
• Support the drafting, review, and execution of contracts, liaising with legal and finance teams to ensure all terms are accurate and aligned with company policies.
• Monitor supplier and client performance against contractual obligations and SLAs, escalating any issues or deviations as necessary.
• Assist in the preparation and distribution of documentation for board and shareholder meetings, including agendas, resolutions, and formal minutes.
• Maintain all statutory registers, corporate records, and company documentation in strict compliance with UAE corporate governance laws.
• Coordinate and ensure the timely filing of annual returns, statutory documents, and other corporate compliance filings with regulatory authorities.
• Act as a key liaison for external company secretarial service providers, auditors, and legal counsel as required.

Required Documents

• Updated CV: