Executive Assistant

Job description

ABOUT ASTROLABS

AstroLabs is a technology ecosystem builder that enables the growth of people, companies, and innovation capacities on a regional level. With 10 years of active building in MENA and a vibrant community across 3 coworking spaces in the UAE & KSA, AstroLabs is MENA\'s trusted partner in solving the innovation challenges of tomorrow by navigating the technology landscapes of today.

Partnering with key industry shapers including governmental entities, corporates & enterprises, and the entrepreneurial ecosystem, AstroLabs designs and facilitates digital transformations through business expansion and market entry operations, effective upskilling programs for emerging & established teams, as well as a value-focused talent recruitment practice. We are ambitious, we take ownership, and are committed to excellence. If you are a high-performing, driven individual then we would love for you to join our team!

Read this first! Please read up on what life working at AstroLabs is like on our microsite here:

If this sounds like a place that would excite you to come to work every day, please read on!

JOB DESCRIPTION

The Executive Assistant will be responsible for managing the CEO\'s daily schedule, booking travel arrangements, managing email and phone communication, and providing administrative support. He/she will also be responsible for conducting research, preparing reports, and performing other duties as needed to support the CEO.

In addition, the Executive Assistant will have the opportunity to collaborate with other AstroLabs business units and members of the management team, participate in company-wide initiatives, and take on special projects and new challenges to help the company grow.

Key responsibilities include, but are not limited to:

Manage the CEO\'s daily schedule, including booking meetings and appointments, and ensuring that the CEO is well-prepared for each engagement, make judgments and recommendations to ensure smooth day-to-day engagements

Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately

Arrange travel and accommodation for the CEO and other team members as needed

Keep the CEO updated about the issues taking place in the environment

Handle incoming email and phone communication, and respond on behalf of the CEO when appropriate, while maintaining a high level of professionalism and confidentiality

Conduct research, prepare reports and decks as needed, and present findings in a clear and concise manner

Manage special projects as assigned by the CEO, some of which may have an organizational impact, and ensure that all project goals are met on time and within budget

Take initiative and be proactive in identifying areas where assistance can be provided to the CEO, propose solutions to streamline processes, and improve efficiency

Job requirements

What do you need to be successful in this position?

A Bachelor\'s degree is preferred

Strong organizational and time management skills, with the ability to prioritize tasks in a fast-paced environment

Excellent written and verbal communication skills, with keen attention to detail

Able to work independently and take initiative, while also collaborating with AstroLabs\' teams to achieve common goals

Proficient in Google Suite with the ability to quickly learn new software applications

Able to get tasks done and follow things through to completion, no matter what

Strongly structured with systems and processes

Adaptable, flexible, and persistent

Experience creating professional decks and presentations

Proven ability to handle confidential information and demonstrate the highest level of customer/client service

Ability to achieve high-performance goals and meet deadlines

Forward-looking thinker, actively seeking opportunities and proposing solutions

Experience in a similar role is preferred

AstroLabs