Role Summary
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to our Chief Operating Officer. The ideal candidate will be responsible for managing the COO's schedule, coordinating meetings and travel, handling confidential information, and ensuring seamless day-to-day operations. This role requires exceptional organizational skills, the ability to anticipate needs, and the confidence to interact with senior stakeholders across multiple regions.
Key Responsibilities
Executive Support
- Manage the COO's complex calendar, scheduling meetings across multiple time zones.
- Prioritize appointments and ensure efficient time management.
- Screen and manage emails, correspondence, and meeting requests.
- Prepare agendas, presentations, reports, and briefing documents.
- Take meeting minutes, track action items, and follow up on deliverables.
- Handle confidential and sensitive information with absolute discretion.
Coordination & Communication
- Act as the primary point of contact for internal and external stakeholders on behalf of the COO.
- Coordinate with cross-functional teams across Dubai, Switzerland, Italy, and other international offices.
- Ensure timely follow-up on key business initiatives and deadlines.
- Draft professional emails, presentations, and business communications.
Travel & Event Management
- Arrange domestic and international travel, including flights, accommodation, visas, transportation, and itineraries.
- Organize leadership meetings, board meetings, town halls, and off-site events.
- Coordinate logistics for visiting executives and external partners.
Project & Administrative Support
- Assist in tracking strategic projects and operational initiatives.
- Maintain project trackers and monitor progress against timelines.
- Organize and maintain digital filing systems and important documentation.
- Support expense management and reimbursement submissions.
- Assist with ad hoc operational and administrative projects as required.
Qualifications
- Bachelor's degree in Business Administration or a related field is preferred.
- 5+ years of experience as an Executive Assistant supporting C-level executives.
- Experience in an international or fast-paced business environment is highly desirable.
- Experience supporting multiple regions and time zones is an advantage.
Skills & Competencies
- Exceptional organizational and time management skills.
- Strong verbal and written communication skills in English.
- High level of professionalism and confidentiality.
- Ability to multitask and manage competing priorities.
- Strong attention to detail and problem-solving abilities.
- Proactive, resourceful, and able to work independently.
- Excellent interpersonal skills with the ability to build relationships across all levels of the organization.
- Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word).
- Experience with Microsoft Teams, Zoom, SharePoint, and project management tools is an advantage.
Key Attributes
- Highly dependable and trustworthy.
- Strong sense of ownership and accountability.
- Calm under pressure and adaptable to changing priorities.
- Positive, solutions-oriented mindset.
- Professional and polished demeanor.
- Ability to anticipate the COO's needs before they arise.
What We Offer
- Opportunity to work closely with senior leadership in a growing international organization.
- Exposure to strategic business initiatives and cross-functional projects.
- Collaborative and dynamic work environment.
- Professional development and growth opportunities.
