Job Description

Location : Dubai, UAE
Reports to : Chief Executive Officer (Axian Telecom)
Job Summary :
The Executive Assistant will provide comprehensive administrative and operational support to the CEO and the Executive Team of Axian Telecom, ensuring efficient management of schedule, communications, and projects. This role requires a high level of discretion, excellent organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.
Key Responsibilities :
1. Calendar and Travel Management :
Calendar Management :
Organize and manage the CEO's and his team's daily schedule, including meetings, calls, and events, ensuring optimal time management.
Prioritize and coordinate appointments, making necessary adjustments as priorities shift.
Travel Arrangements :
Plan and coordinate complex travel arrangements for the CEO and his executive team, including flights, accommodation, and ground transportation.
Ensure all travel-related documents (itineraries, visas, etc.) are prepared in advance.
Logistic Support :
Manage logistics for off-site meetings and conferences, ensuring the CEO is well-prepared with necessary materials.
2. Communication and Correspondence :
Email and Communication Management :
Serve as the first point of contact for external communications directed to the CEO.
Screen, prioritize, and respond to external mailings on behalf of the CEO, ensuring timely and appropriate responses.
Documentation :
Draft, edit, and proofread documents, presentations, reports, and correspondence as required.
Maintain a filing system for confidential documents and correspondence.
Liaison with Stakeholders :
Act as a liaison between the CEO and internal/external stakeholders, facilitating communication and ensuring prompt responses.
3. Meeting Preparation and Support :
Meeting Coordination :
Plan and organize meetings, including preparation of agendas, presentations, and briefing materials.
Ensure the CEO is well-prepared for meetings by providing all relevant documents and background information in advance.
Meeting Follow-up :
Take notes during meetings and track follow-up tasks and deadlines, ensuring timely execution of actions.
Coordinate post-meeting follow-ups with team members and stakeholders to ensure deliverables are completed.
4. Project Coordination and Special Assignments :
Project Management :
Assist the CEO in managing key projects, including tracking progress, deadlines, and deliverables.
Collaborate with department heads to ensure alignment on major initiatives and provide updates to the CEO.
Research and Reporting :
Conduct research and compile reports on various topics as requested by the CEO.
Summarize information and provide insights to support decision-making processes.
Confidential Projects :
Handle special assignments and confidential projects with discretion and professionalism, ensuring sensitive information is protected.
5. Office and Team Support :
Office Administration :
Assist with administrative tasks related to the CEO's office, including expense reporting, office supplies management, and filing.
Team Coordination :
Support the coordination of activities between the CEO's office and other departments.
Assist in organizing team off-sites, leadership retreats, or internal events.
HR and Onboarding Support :
Assist with onboarding and liaising with HR for the CEO's direct reports, ensuring smooth integration into the organization.
Requirements :
Education :
Bachelor's or Master's degree (Bac+3 to Bac+5) in Business Administration, Management, Secretarial Studies, Communication, or a related field.
Experience :
Minimum of 10 years of experience as an Executive Assistant or in a similar role supporting senior executives.
Experience working in a fast-paced, multinational environment is a plus.
Skills :
Exceptional organizational and multitasking abilities.
Strong written and verbal communication skills.
High level of discretion and ability to handle confidential information.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Strong problem-solving skills and attention to detail.
Ability to work independently, manage priorities, and anticipate the needs of the CEO.
Fluency in both French and English is essential.
Personal Attributes :
Proactive and Resourceful : able to anticipate needs and provide solutions with minimal guidance.
High Integrity and Discretion : capable of handling sensitive information with the utmost confidentiality.
Adaptability : comfortable with changing priorities and able to pivot quickly when necessary.