Executive Assistant to the Director - Dubai
14 hours ago
Job description
Job Summary
Kinship International Trading FZCO is hiring an Executive Assistant to the Director. This role requires a proactive, detail-focused professional who can manage priorities, drive follow-ups to closure, and provide high-standard support across business and selected personal responsibilities.
Key Responsibilities
Executive Support and Priority Control
- Organise the Director's daily schedule and priorities, ensuring important items are handled on time and fully closed.
- Stay ahead of requirements by identifying what the Director will need next and arranging the right people, information, and resources early.
- Track high-priority tasks and special assignments from start to finish, resolving delays and keeping timelines on track.
- Prepare daily and weekly briefing packs that summarise key updates, decisions needed, open issues, and recommended next steps.
Meetings, Coordination, and Follow-Up
- Arrange internal and external meetings, confirm agendas, and ensure all required documents are ready and shared in advance.
- Record meeting outcomes clearly (decisions, action items, owners, and deadlines) and follow up to ensure completion.
- Coordinate communication between the Director and internal/external stakeholders, ensuring responses are timely and well-prioritised.
Executive Communications and Writing
- Manage the Director's communications across email, WhatsApp, and phone calls with professionalism and confidentiality.
- Write, review, and finalise business correspondence, reports, and other documents with accurate language and clear structure.
Document Management and Confidential Work
- Maintain a clear document system so files can be found quickly and the latest versions are always used.
- Handle confidential items such as signatures, official submissions, approvals, and sensitive records with strict discretion.
- Ensure the Director can access required documents quickly when needed.
Stakeholder and Relationship Management
- Maintain a structured contact database with notes on key relationships, priorities, and when follow-ups are required.
- Support meetings and formal engagements by coordinating schedules, materials, and logistics.
- Ensure communication with key external contacts is professional, consistent, and properly tracked.
Travel, Events, and Service Providers
- Manage executive travel end-to-end, including flights, hotels, visas, itineraries, and backup plans if changes occur.
- Work with vendors and service providers to ensure service quality, timelines, and expectations are met.
Personal Assistance Support
- Support selected personal tasks for the Director with reliability, professionalism, and full confidentiality.
Qualifications and Requirements
- Strong written and spoken English.
- Bachelor's degree i or at least 3 years of experience as an Executive Assistant / Executive Secretary / HR Executive.
- Experience in the UAE is an advantage.
- Good understanding of business priorities and the ability to handle sensitive matters discreetly.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Strong organisation, attention to detail, and interpersonal skills.
Job Type: Full-time
Pay: AED5,000.00 per month
Experience:
- HR or Executive Assistant: 1 year (Preferred)
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