Executive Assistant

Executive Assistant To Chief Design Officer (Cdo)

Responsibilities

• Deliver effectively on all administrative tasks including preparing communications such as memos, emails, invoices, reports, travel itinerary’s and perform bookkeeping.
• Handling office tasks such as generating reports, issuing purchase orders, following up on payments to vendors, setting up for meetings, and reordering supplies.
• Coordinating with and supporting the design team with all documentation requirements including printing and distributing documents as needed.
• Establishing via direct input documentation systems and its maintenance/control. This will involve creating a customized system where none may exist for all design-related documents.
• Sorting, storing and retrieving electronic and hard copy documents on behalf of the company and industry professionals.
• Serve as the eyes and ears of the office, providing information, coordinating requests, assisting the team, contact database, employee list, and inventories.
• File documents in physical and digital records and ensure appropriate storage.
• Creating templates for documents, file types, and document databases
• Filing and archiving relevant documentation including cleanup of duplicates and errors.
• Coordinating/managing multiple stakeholders and demonstrate the ability to build robust, long-term relationships and integrated teams

Qualifications & Experience Requirements

• Bachelor’s Degree (Project management qualification will be an advantage)
• Proven ability to independently establish a documentation system (non-software based)
• Knowledge of Electronic Document Management Systems (EDMS)
• UAE experience in a similar role with a Developer is essential.
• Proficient typing and editing skills, MS Excel & Word, PPT (basic AutoCAD knowledge an advantage)
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills