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Executive Assistant
Inspirec
Dubai, UAE
Full Time
Mid
Onsite
3 days ago
Calendar ManagementProject CoordinationMicrosoft OfficeCommunicationOrganizational SkillsProblem Solving
Free
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Calendar ManagementProject CoordinationMicrosoft Office
About the Role
Inspirec seeks an Executive Assistant to support business owners across a portfolio of growing businesses in the UK and UAE. The role involves executive support, project coordination, and business operations.
Key Skills for This Role
Calendar ManagementProject CoordinationMicrosoft OfficeCommunicationOrganizational SkillsProblem Solving
Responsibilities
- Manage complex executive calendars across multiple businesses and time zones
- Coordinate meetings, travel and executive schedules
- Prioritise competing demands and changing priorities
- Prepare reports, presentations and business documentation
- Draft professional emails and correspondence
- Manage confidential information with complete discretion
- Screen, prioritise and coordinate incoming requests
- Ensure the business owners remain focused on strategic priorities
- Coordinate multiple projects across different businesses
- Maintain project trackers and action logs
- Follow up with managers and team members to ensure actions are completed
- Hold colleagues accountable for agreed deadlines in a professional and respectful manner
Requirements
- Experience in Executive Support, Business Support, Operations, Project Coordination, Office Management or a similar role
- Excellent organisational and time management skills
- Outstanding written and verbal communication skills
- Strong Microsoft Office skills (Outlook, Excel, Word and PowerPoint)
- Excellent attention to detail
- Ability to prioritise multiple competing tasks
- Strong problem solving ability
- Ability to work independently and take initiative
- Naturally take ownership rather than wait for instructions
- Exceptional written and spoken English
- Be highly organised with outstanding attention to detail
- Feel comfortable professionally challenging colleagues and following up until actions are completed
Full Job Posting
About the Opportunity
- We're looking for an exceptional Executive Assistant to work directly with the business owners across a portfolio of growing businesses operating in the UK and UAE.
- This is not a traditional Executive Assistant role. We're looking for someone who thrives in a fast paced entrepreneurial environment, enjoys taking ownership and gains satisfaction from making things happen.
- You'll become a trusted extension of the business owners, coordinating projects, improving organisation, keeping teams accountable and ensuring priorities are delivered.
- You'll work across multiple businesses, departments and time zones, becoming a key part of our leadership team's ability to execute.
- Every day is different. One day you could be coordinating recruitment, supporting a business launch, preparing board reports or organising international travel. The next, you'll be liaising with suppliers, chasing project deadlines, improving internal processes or helping solve operational challenge
- We're looking for someone who doesn't simply manage diaries—we're looking for someone who helps drive businesses forward.
Executive Support
- Manage complex executive calendars across multiple businesses and time zones.
- Coordinate meetings, travel and executive schedules.
- Prioritise competing demands and changing priorities.
- Prepare reports, presentations and business documentation.
- Draft professional emails and correspondence.
- Manage confidential information with complete discretion.
- Screen, prioritise and coordinate incoming requests.
- Ensure the business owners remain focused on strategic priorities.
Operations & Project Management
- Coordinate multiple projects across different businesses.
- Maintain project trackers and action logs.
- Follow up with managers and team members to ensure actions are completed.
- Hold colleagues accountable for agreed deadlines in a professional and respectful manner.
- Escalate delays and risks before they become problems.
- Coordinate business initiatives from planning through to completion.
- Ensure nothing falls through the cracks.
Business Operations
- Support recruitment, onboarding and people related activities.
- Assist with operational, finance and administrative projects.
- Coordinate suppliers, contractors and external partners.
- Organise meetings, travel, events and logistics.
- Conduct research and prepare business reports.
- Provide support across multiple businesses as priorities evolve.
Communication & Coordination
- Liaise with teams across the UK and UAE.
- Build strong relationships across departments.
- Act as a central coordination point between the business owners and internal teams.
- Ensure communication is clear, timely and followed through.
- Maintain professionalism when dealing with clients, suppliers and senior stakeholders.
Continuous Improvement
- Identify opportunities to improve efficiency.
- Recommend and implement better systems and processes.
- Introduce structure where it's needed.
- Help create a culture of organisation, accountability and continuous improvement.
About you
- We're far more interested in attitude than years of experience.
- You're someone who naturally takes ownership, enjoys responsibility and doesn't wait to be asked.
- You notice when something needs doing and simply get on with it.
- You enjoy solving problems, keeping people accountable and ensuring work gets completed.
- You're comfortable communicating with senior stakeholders and aren't afraid to professionally challenge people when deadlines are slipping.
- You thrive in busy environments where priorities change regularly and every day brings new challenges.
Non Negotiables
- Naturally take ownership rather than wait for instructions.
- Have exceptional written and spoken English.
- Be highly organised with outstanding attention to detail.
- Feel comfortable professionally challenging colleagues and following up until actions are completed.
- Thrive in a fast paced environment where priorities can change daily.
- Be confident communicating with people at all levels of the business.
- Enjoy solving problems rather than simply identifying them.
- Be highly proficient with Microsoft Office and comfortable learning new technology.
- Embrace AI and digital tools to improve productivity and efficiency.
- Be flexible when required to support teams operating across UK and UAE business hours.
- Maintain complete confidentiality and professionalism at all times.
Essential Skills & Experience
- Experience in Executive Support, Business Support, Operations, Project Coordination, Office Management or a similar role.
- Excellent organisational and time management skills.
- Outstanding written and verbal communication skills.
- Strong Microsoft Office skills (Outlook, Excel, Word and PowerPoint).
- Excellent attention to detail.
- Ability to prioritise multiple competing tasks.
- Strong problem solving ability.
- Ability to work independently and take initiative.
Desirable
- Experience supporting business owners, directors or senior executives.
- Experience working within a fast paced or entrepreneurial environment.
- Experience using Microsoft Teams, Slack or project management software.
- Experience coordinating multiple projects simultaneously.
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