Executive Assistant
ADEAREST
Date: 3 weeks ago
City: Sharjah
Contract type: Full time
Responsibilities and Duties:
1. Executive Support
1. Executive Support
- Manage and optimize the GMs calendar including scheduling meetings, anticipating conflicts, and ensuring time is prioritized according to business needs.
- Prepare high-quality reports, presentations, and briefing materials for internal and external meetings.
- Draft, review, and manage executive-level correspondence, ensuring clarity, professionalism, and confidentiality.
- Organize and facilitate executive meetings, including agenda preparation, minute-taking, action item tracking, and follow-ups.
- Coordinate logistics for offsite meetings, board sessions, and leadership workshops.
- Manage travel plans, accommodations, and itineraries in line with the GMs priorities and budget.
- Act as the primary point of contact between the GM and internal/external stakeholders.
- Facilitate smooth communication flow across departments, resolving issues and relaying messages promptly.
- Represent the GM in interactions when delegated, ensuring professionalism and alignment with organizational values.
- Develop and maintain a secure and efficient filing system (physical and digital) for contracts, reports, and sensitive documents.
- Ensure accurate documentation of decisions, policies, and procedures related to the GM's office.
- Track and manage confidential information with the highest level of discretion.
- Support strategic projects and initiatives by tracking progress, coordinating inputs, and ensuring timely follow-up.
- Conduct research, compile data, and prepare executive summaries and dashboards as requested.
- Assist in budget tracking, procurement requests, and administrative reporting such as Facility management & tracking report.6. Operational Efficiency & Process Improvement
- Identify opportunities to improve workflows and reduce administrative burden on the GM.
- Implement and maintain executive support tools and platforms (e.g., task managers, calendars, dashboards).
- Coordinate with IT, HR, and Finance departments to ensure the GMs office operates smoothly.
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