Executive Assistant to Business Head
Job Description
Roles and Responsibilities
We are seeking an experienced and professional European/Russian female candidate to join our team as the Executive Assistant to the Business Head. The ideal candidate will act as the Business Head’s right-hand, ensuring the smooth running of the office operations while maintaining a high level of discretion and professionalism.
1. Business Head Office Administration:
· Oversee and manage the day-to-day operations of the Business Head’s office.
· Handle confidential correspondence, reports, and documents with utmost discretion.
Manage office supplies and ensure a professional, well-maintained office environment.
2. Scheduling and Calendar Management:
· Organize and maintain the Business Head’s daily, weekly, and monthly schedule.
· Arrange internal and external meetings, prepare agendas, and take meeting minutes as required.
· Coordinate with various departments to ensure timely delivery of information to the Business Head.
3. Visitor Management:
· Welcome and manage important visitors, clients, and stakeholders to the Business Head’s office.
Conduct guided factory tours for VIP visitors, providing detailed insights about the company and its operations.
· Ensure visitors receive a high standard of hospitality during their time at the company.
4. Travel and Logistics Coordination:
· Handle all travel arrangements for the Business Head, including flight bookings, hotel accommodations, visa processing, and transportation.
· Create detailed travel itineraries and manage last-minute changes as required.
5.Team and Facility Supervision:
· Supervise office boys, pantry staff, and housekeeping teams assigned to the Business Head’s office and visitor areas.
· Ensure the pantry and visitor spaces are well-stocked, clean, and provide a welcoming environment.
6. Communication and Coordination:
Act as the first point of contact for internal and external communication for the Business Head’s office.
· Liaise between the Business Head and department heads to ensure seamless communication and coordination.
· Draft, proofread, and format emails, letters, and presentations on behalf of the Business Head.
7. Event and Hospitality Management:
· Organize in-office events, VIP meetings, and client visits.
Ensure catering, seating arrangements, and facilities meet the company’s standards of excellence.
Required profile for candidates
Any Arab citizen, Any European citizen, Russian
Bachelor of Business Administration (Any)
feminine
Bachelor’s degree in business administration, communications, or a related field.
Minimum of 5 years of experience as an Executive Assistant or in a similar role, preferably in a manufacturing or corporate environment.
Exceptional verbal and written communication skills in English. Knowledge of other languages (eg, Russian, French, Arabic or German) is a plus.
Professional in MS Office suite (word, excel, PowerPoint, outlook) and scheduling tools.
Strong ability to prioritize, multitask, and manage time efficiently.
Professional, detail-oriented, approachable, and capable of handling high-pressure situations with composure.
Familiarity with travel bookings, visa processes, and itinerary planning.
Confident in presenting and providing factory tours to VIP visitors.
Friendly and professional demeanor with the ability to build rapport with diverse individuals.
Takes initiative to anticipate needs and resolve issues before they arise.
Willing to adapt to a fast-paced, ever-changing work environment