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Executive Assistant 100% (m/f/d)
Arcera Life Sciences
Dubai, UAE
Full Time
Mid
2 weeks ago
Calendar ManagementTravel CoordinationEvent PlanningContract ManagementMicrosoft Office SuiteDocument Management Systems
Free
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Calendar ManagementTravel CoordinationEvent Planning
About the Role
Arcera Life Sciences is seeking an Executive Assistant to support the Cluster Head in Dubai. The role involves calendar management, travel coordination, contract administration, and event planning.
Key Skills for This Role
Calendar ManagementTravel CoordinationEvent PlanningContract ManagementMicrosoft Office SuiteDocument Management Systems
Responsibilities
- Provide comprehensive executive support to the Cluster Head, ensuring seamless daily operations through proactive calendar management
- Manage all aspects of complex travel arrangements for the Cluster Head, including flights, accommodation, visa applications, and itinerary planning
- Prepare and process expense claims for the Cluster Head and review submissions from direct reports
- Coordinate and facilitate approval workflows and sign off processes
- Support the planning and execution of leadership meetings, business reviews, town halls, and internal events
- Prepare presentations, reports, correspondence, and meeting materials on behalf of the Cluster Head
- Act as a key liaison between the Cluster Head and internal/external stakeholders
- Serve as the primary administrator for the Contract PodAi contract management system across the META region
- Coordinate and assign system training to Business and Power Users
- Manage and maintain user workflows across all META countries
- Upload and maintain contract records for Gulf and DRO, ensuring completeness and accuracy
- Support the planning and execution of large scale meetings, conferences, and events across the Gulf Cluster
Requirements
- Bachelor’s degree in business administration or related field
- Strong administrative and executive support skills, including calendar management, travel coordination, and meeting organization
- Experience in event planning and logistics management, including vendor and venue coordination
- Knowledge of contract management processes and document control practices
- Familiarity with procurement, purchase requisitions, invoice processing, and expense management
- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and collaboration tools
- Experience using document management systems, contract lifecycle management tools, and e signature platforms (e.g., DocuSign)
- Experience supporting senior executives or leadership teams
- Exposure to legal administration, corporate governance, or contract lifecycle management
- Experience coordinating regional or international meetings, conferences, and training events
- Understanding of compliance requirements and document retention practices
Full Job Posting
Role Overview
- The position will be based in Dubai, UAE and will report directly to the Cluster Head, Gulf Region.
- The position is responsible for providing high quality executive, legal, and operational support to the Cluster Head and business functions across the Gulf & META region.
- The role ensures effective management of executive priorities, legal administration processes, contract management systems, and regional meetings and events.
Your Responsibilities
- Provide comprehensive executive support to the Cluster Head, ensuring seamless daily operations through proactive calendar management, including scheduling, prioritizing, and coordinating meetings, appointments, and travel commitments.
- Manage all aspects of complex travel arrangements for the Cluster Head, including flights, accommodation, visa applications, ground transportation, and itinerary planning.
- Prepare and process expense claims for the Cluster Head and review submissions from direct reports to ensure accuracy, completeness, and compliance with company policies.
- Coordinate and facilitate approval workflows and sign off processes by organizing required documentation, tracking progress, and following up with relevant stakeholders.
- Support the planning and execution of leadership meetings, business reviews, town halls, and internal events, ensuring efficient logistics and alignment with business objectives.
- Prepare presentations, reports, correspondence, and meeting materials on behalf of the Cluster Head as required.
- Act as a key liaison between the Cluster Head and internal/external stakeholders, ensuring effective communication and timely follow up on action items.
- Perform ad hoc administrative and project coordination activities while maintaining a high level of confidentiality, professionalism, and attention to detail.
- Serve as the primary administrator for the Contract PodAi contract management system across the META region.
- Coordinate and assign system training to Business and Power Users, ensuring effective adoption and compliance with established processes.
- Manage and maintain user workflows across all META countries, including user access rights, role assignments, confidentiality controls, and alignment of Legal and Business stakeholders.
- Provide first line support to upload administrators and end users, resolving access issues and responding to system related queries.
Your Profile
- Bachelor’s degree in business administration or related field.
- Strong administrative and executive support skills, including calendar management, travel coordination, and meeting organization.
- Experience in event planning and logistics management, including vendor and venue coordination.
- Knowledge of contract management processes and document control practices.
- Familiarity with procurement, purchase requisitions, invoice processing, and expense management.
- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and collaboration tools.
- Experience using document management systems, contract lifecycle management tools, and e signature platforms (e.g., DocuSign).
- Experience supporting senior executives or leadership teams.
- Exposure to legal administration, corporate governance, or contract lifecycle management.
- Experience coordinating regional or international meetings, conferences, and training events.
- Understanding of compliance requirements and document retention practices.
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