Executive Assistant – Executive Leadership Team

Position: Executive AssistantLocation: Sharjah, UAEAbout the role:The Executive Assistant will provide professional, confidential, and proactive executive support to the Executive Team, ensuring the effective coordination of administrative and operational activities. The role is responsible for managing complex diaries and schedules, coordinating meetings, preparing high-quality documentation and correspondence, supporting governance activities, and maintaining effective communication with internal and external stakeholders. The Executive Assistant will contribute to the smooth running of executive operations while handling confidential information with discretion and professionalism.This is an opportunity to join a fast-growing business, providing direct support to our Executive Team and gaining exposure to a wide range of operational activities. You'll work closely with senior leaders, supporting key business priorities and helping ensure executive operations run efficiently.About the team:Our Executive Team is responsible for setting the strategic direction of the company and driving the continued growth of the business across our global operations. Made up of experienced leaders from a range of disciplines, they work closely together to support our people, customers, and long-term objectives. As Executive Assistant, you'll become a trusted part of this team, helping to ensure they can operate efficiently and effectively while playing a key role in the day-to-day coordination of executive activities.And you’ll be working alongside a committed and proud team in the UK and globally that want to play their part in the growth of the business and support each other daily to create a positive, values driven and hard-working professional environment.Responsibilities:Adopt and promote the company Values and ensure their use is embedded throughout.Be a positive ambassador for the companyDevelop strong working relationships with key stakeholders – clients, colleagues etc.Lead by example in setting the highest possible standards in the promotion of People Values, HSEQ procedures and best practice, ensuring compliance to the company HSEQ Policy, procedures, standards and regulatory obligations.Immediately report all accidents, incidents, near misses or environmental concernsAdhere to and participate in company-wide sustainability policies, procedures and initiatives as they are developed to support our Net Zero objectives.Overall support to the Executive Team.Manage complex calendars by vetting requests, prioritizing meetings and proactively managing conflicting calendar times.,Inbox management by prioritizing emails and corresponding where necessary.Act as point of contact among the Executive Team, key stakeholders, clients and employees.Submit monthly expenses and mileage in timely manner.Assist with organizing company events, off site strategy days and conferences.Act as the primary liaison with IT for all board-related queries, ensuring seamless communication and timely resolution of technical or procedural issues.Organize Board meetings. Arrange the venue, send out invites and arrange catering.Assist with preparing the Board meeting documentation. Create PowerPoint presentation slides, update the actions register and circulate meeting minutes.Provide administrative support for meetings as and when required by the Executive Team including drafting and circulating meeting agendas, preparing presentations, taking minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.Preparation of the weekly report by collecting and analyzing information from Salesforce.Provide high-quality administrative support to the Executive Team as necessary.Maintaining Confidentiality.Arrange travel, visa, car rental and accommodation for the Executive team for domestic and overseas when required.Screen and direct phone calls and distribute correspondence.Required skills/ knowledge:Demonstrable experience in an Executive Assistant, Personal Assistant, or similar role supporting senior executives or leadership team.Excellent organizational and time management skills, with the ability to priorities competing demands and work to tight deadlines.Exceptional written and verbal communication skills, with the ability to communicate professionally with senior leaders, colleagues, external stakeholders, and clients.Possess a high-level of discretion, integrity, and professionalism, with experience handling highly confidential and sensitive information.Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams. Strong attention to detail, with the ability to produce accurate, high-quality documentation and correspondence. Experience coordinating meetings and producing accurate, concise minutes and action logs.Ability to work independently, using initiative and sound judgement while managing multiple priorities.Qualification in Business Administration, Office Administration, or a related discipline, would be desirable but not essential.Immediate joiners are preferred