Executive Assistant

About us:

REMAYA provides the UAE and international partners global best practice, Training, Test and Evaluation facilities, support and expertise via the XRANGE – the MENA Regions first commercially available Test & Evaluation facility. As a trusted customer friend to commercial and government entities alike, we provide critical enabling services to development of new technologies to support operational readiness and help counter modern emerging threats

Key Accountabilities:

• To provide high-level executive and administrative support to the CEO, ensuring the smooth and efficient operation of the CEO’s office. The role involves managing key initiatives, coordinating cross-functional projects, and facilitating communication between the CEO and internal/external stakeholders. The Executive Assistant will play a critical role in driving the CEO's strategic agenda, overseeing project deliverables, and proactively addressing operational needs, while maintaining confidentiality and professionalism at all times.
• Proactively ensure the administrative functions of the CEO’s office run smoothly and efficiently , anticipating needs and streamlining processes where necessary to support the CEO’s strategic objectives.
• Track and monitor the progress of key initiatives, deliverables, and action items , ensuring departments report on time, meet quality standards, and escalate critical delays or challenges to the CEO’s attention.
• Collaborate with cross-functional teams to execute projects/tasks assigned by the CEO , addressing organizational improvements or resolving issues related to technical, operational, or process aspects.
• Coordinate and oversee the implementation of special projects , ensuring deadlines are met, resources are allocated efficiently, and providing regular updates and reports to the CEO on the progress of these initiatives.
• Monitor and report on key organizational KPIs (Key Performance Indicators) , ensuring the CEO has up-to-date information for making strategic decisions and maintaining progress toward company goals.
• Facilitate communication between the CEO and senior leadership on key organizational initiatives , ensuring alignment and timely execution of the CEO’s directives.
• Identify potential risks or roadblocks to the success of ongoing initiatives , proactively providing recommendations and solutions to the CEO to mitigate risks and ensure smooth execution.
• Receive inquiries on behalf of the CEO and coordinate with relevant personnel within REMAYA’s divisions, departments, and sections to provide necessary clarifications and responses.
• Schedule and manage the CEO’s calendar , ensuring optimal use of time, balancing priorities, accommodating urgent matters, and proactively rescheduling when conflicts arise.
• Draft and compose high-level correspondence, emails, and communications on behalf of the CEO, ensuring professionalism, accuracy, and alignment with corporate standards.
• Prepare executive summaries, reports, and presentations on behalf of the CEO, summarizing the progress and outcomes of key projects or initiatives for both internal and external stakeholders.
• Attend meetings on behalf of the CEO , providing summaries of key insights, action items, and next steps, ensuring accountability on action items by relevant stakeholders.
• File correspondence and other documentation appropriately , maintaining accurate and organized records for easy retrieval and future reference.
• Arrange travel schedules and coordinate reservations for the CEO , ensuring alignment with the CEO’s preferences and schedule.
• Greet and receive visitors of the CEO , ensuring proper hospitality and attention while coordinating the CEO's schedule to accommodate visits and ensuring visitor protocols are adhered to.
• Ensure the CEO’s office adheres to corporate processes, policies, and procedures in all communications and interactions, fostering an environment of compliance and efficiency.
• Act as the first point of contact between the CEO and internal/external stakeholders , maintaining strong relationships and ensuring the CEO is well-informed about critical issues.
• Perform any other related administrative activities as directed by the CEO in accordance with company policy
  
  

Experience & Education:

• Bachelor’s degree in any relevant field
• 3-5 years of experience in a corporate setup, preferably in a fast-paced or complex organization supporting C-level executives.
• Proven experience managing initiatives and projects, with the ability to coordinate across departments and lead cross-functional communications/tasks.
• Demonstrated ability to handle multiple high-priority tasks simultaneously, ensuring efficient execution of responsibilities in a corporate environment.
• Willingness to grow and take on broader responsibilities, including involvement in strategic planning, project management, and decision-making support.
• Experience working in environments that require high-level discretion, managing sensitive information with professionalism and confidentiality.
  
  

Key Skills:

• Exceptional Communication Skills (Verbal and Written)
• Strong Organizational and Project Management Skills
• Technical Background or Ability to Liaise with Technical Teams
• Process-Oriented with a Focus on Efficiency
• Advanced Proficiency in MS Office Suite and Project Management Tools
• Flexibility and Adaptability in a Dynamic Work Environment
• Strong Interpersonal and Relationship-Building Skills
• Discretion and Confidentiality
  
  

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