Overview
Executive Assistant Jobs in Dubai, Dubai, United Arab Emirates at Mada Media DXB
Title: Executive Assistant
Company: Mada Media DXB
Location: Dubai, Dubai, United Arab Emirates
1. The Role
Mada Media, a leading privately-owned Out of Home Advertising entity in Dubai, is seeking a skilled and experienced Executive Assistant.
This role is responsible for providing support for the CEO and CEO office, ensuring the smooth execution of office operations. The tasks will range from scheduling meetings and appointments to coordinating travel arrangements and handling documentation.
2. Key Responsibilities
Manage the CEO’s calendar and schedule meetings efficiently
Handle phone calls, emails, and inquiries while managing confidentiality
Organize and facilitate meetings as well as internal and external communications and handle both incoming and outgoing correspondences
Maintain and organize important files and documents
Manage and prioritize incoming requests, tasks, and communications, ensuring that urgent matters are addressed promptly and efficiently
Support in preparation of reports, presentations, and official correspondence (Arabic & English) when required
Assist in activities, such as tracking deadlines, monitoring progress, and coordinating with various team members to ensure tasks are completed on time and as per priority
Maintain compliance with workplace safety standards and manage related documentation
Coordinate travel arrangements for CEO as necessary, including accommodation and logistics
Compile, copy, sort, and file records of office activities, business transactions, and other department activities
Ensure the CEO office is clean, well-organized, and pleasantly scented at all times
Maintain a professional and welcoming environment in the office
Maintain a clean and systematic office environment by organizing files, documents, and resources
3. Key Requirements
A bachelor’s degree in Business Administration or related field
Prior 5 years of experience in an administrative role
Proficient in various office software, including MS Office (Word, Excel, PowerPoint), email, scheduling tools, and more
Exhibit high level of proficiency in performing regular administrative tasks. This includes but is not limited to office management, diary management, arranging meetings and appointments, letter drafting, minute writing, and maintaining a well-organized filing system
Excellent written and verbal communication skills
Highly organized, meticulous, and detail-oriented
Strong problem-solving skills, ability to multitask and work efficiently under pressure
Proactive, with the ability to work independently and as part of a team
Fluent in Arabic (reading, speaking and writing)
