Executive Assistant
Executive Assistant
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Job Description
Role purpose:
This role is required to provide high-level administrative support to senior leadership for Tropics R&D LT by managing day-to-day operations communications and logistics. The Executive Assistant acts as a liaison between the executive and various stakeholders ensuring efficient workflow and effective time management while maintaining confidentiality and professionalism. The selected individual will collaborate closely with the senior leaders based in Dubai office India office and Singapore office.
Job Description:
Maintain senior leaders calendars arrange meetings and appointments
Manage travel arrangements for senior leaders including flight and hotel bookings visa applications transportation vaccination requirements concur / expense claims
Support senior leaders and team members in administrative tasks
Support business/functional teams in organizing team meetings workshops and events both virtually and in-person
Assist with special projects events or similar initiatives
Set up and manage MS TEAMS membership and document library
Assist in onboarding new staff/inbound transferees on admin-related matters
Organize office events to promote teambuilding cultural awareness and a sense of belonging
Oversee the day-to-day operations of the office
Handle incoming calls take messages and route correspondence
Liaise with building management on office staff access and parking matters
Act as the liaison between internal functional stakeholders and external service providers (e.g. finance and banks legal and law firms mobile phones and telcos)
Handle IT-related matters with IT services providers
Manage statutory HR-related matters with local authorities
Manage mobile phones issued to staff and oversee contracts with telcos
Work with regional indirect procurement and manage relationships with travel agents and hotels
Support business/functional teams in organizing team meetings workshops and events both virtually and in-person- across Asia
Driving assigned Projects for the function
Ensure compliance with and update travel policy
Order/manage pantry and office supplies
Oversee contracts and services provided by the office cleaning company
Oversee maintenance of all office appliances/equipment
Create purchase orders in the system for service providers and approve invoices for payment
Perform other duties as assigned.
Qualifications :
Qualifications:
Critical Experience:
A bachelors degree preferably in business administration or related disciplines
At least ten years of experience in a relevant position
At least three years of experience in a similar position in Dubai
Experience working in multinational companies and a highly matrixed environment
Full comprehension of office management systems and procedures
Excellent knowledge of MS Office 365
Up to date with advancements in office gadgets and applications
High-level verbal and written communication skills
Proficiency in English
Ability to multitask and prioritize daily workload
Exemplary planning and time management skills
Maintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with colleagues and other stakeholders.
Critical Technical Professional and Personal Capabilities:
Learning agility
Effective communication skills
Flexibility to adapt to changing priorities and work well under pressure (eg during events)
Openness to challenges and eagerness to learn new things
Computer/tech savvy
Passion for continuous improvement
Comfortable working in a multicultural environment
Strong work ethics.
Critical Success Factors & Key Challenges:
Proactive mindset with the ability to anticipate needs and take initiative in a dynamic environment
Managing diverse teams with different preferences styles and requirements
Ability to multi-task and prioritize
Ensuring all work is conducted in an ethical and compliant manner.
Remote Work :
No
Employment Type :
Full-time
Employment Type
Full-time
