Executive Assistant & Operations Manager
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Key skills for this role
About the Role
We are seeking an experienced Executive Operations Manager to oversee daily operations and support the Founder. The role involves coordinating cross-functional activities, improving processes, managing projects, and handling HR, finance, and procurement tasks.
Key Skills for This Role
Responsibilities
- Support the Founder in the execution of strategic business initiatives and day to day operations.
- Coordinate and monitor the progress of company wide projects, ensuring deadlines and deliverables are achieved.
- Prepare executive reports, meeting agendas, minutes, and follow up action plans.
- Manage executive correspondence and confidential business documentation.
- Develop, implement, and continuously improve operational processes and standard operating procedures (SOPs).
- Monitor business performance and identify operational inefficiencies.
- Coordinate cross functional activities between Sales, Marketing, Finance, Logistics, Warehouse, and external partners.
- Plan, coordinate, and monitor multiple projects simultaneously.
- Coordinate recruitment activities, including CV screening, interview scheduling, candidate communication, and onboarding.
- Coordinate with government authorities and external service providers regarding company administrative requirements.
- Coordinate with the Finance Department regarding invoices, payment schedules, receivables, and operational expenses.
- Coordinate with suppliers regarding quotations, purchase orders, deliveries, and shipment schedules.
Requirements
- Bachelor's Degree in Business Administration, Management, Operations, or a related field
- Minimum five (5) years of experience in Operations Management, Executive Operations, Executive Administration, Project Management, or a similar role
- Previous experience supporting senior management or founders is highly preferred
- Experience working within the UAE is preferred
- Excellent organisational and time management skills
- Strong project management and coordination abilities
- Excellent verbal and written communication skills in English
- Strong problem solving and analytical skills
- Proficiency in Microsoft Office Suite and Google Workspace
Full Job Posting
Job Summary
- We're seeking an experienced Executive Operations Manager to oversee and coordinate the company's daily operations while serving as the primary operational support to the Founder.
- The successful candidate will be responsible for ensuring effective execution across departments, improving internal processes, coordinating business operations, and supporting strategic initiatives.
- This position requires a highly organized, proactive, and solutions driven professional with strong operational, administrative, and project management capabilities.
Executive Operations
- Support the Founder in the execution of strategic business initiatives and day to day operations.
- Coordinate and monitor the progress of company wide projects, ensuring deadlines and deliverables are achieved.
- Prepare executive reports, meeting agendas, minutes, and follow up action plans.
- Manage executive correspondence and confidential business documentation.
- Prioritize operational matters and ensure timely execution of assigned tasks.
- Act as the primary coordination point between the Founder and internal departments.
Business Operations
- Develop, implement, and continuously improve operational processes and standard operating procedures (SOPs).
- Monitor business performance and identify operational inefficiencies.
- Coordinate cross functional activities between Sales, Marketing, Finance, Logistics, Warehouse, and external partners.
- Ensure operational compliance with company policies and procedures.
- Support business expansion projects and new operational initiatives.
Project Management
- Plan, coordinate, and monitor multiple projects simultaneously.
- Track project milestones and maintain project timelines.
- Identify operational risks and recommend practical solutions.
- Prepare regular project status reports for management.
- Ensure all projects are delivered within agreed timelines.
Human Resources & Administration
- Coordinate recruitment activities, including CV screening, interview scheduling, candidate communication, and onboarding.
- Maintain employee records, probation tracking, leave records, and HR documentation.
- Assist in employee performance review coordination.
- Support the implementation of internal HR policies and procedures.
- Manage office administration and ensure smooth daily office operations.
Government & Corporate Administration
- Coordinate with government authorities and external service providers regarding company administrative requirements.
- Monitor the renewal of company licenses, visas, labor documents, Emirates IDs, insurance policies, and other statutory requirements.
- Maintain organized corporate records and compliance documentation.
- Liaise with banks, legal consultants, auditors, insurance providers, and government service centers when required.
Finance Coordination
- Coordinate with the Finance Department regarding invoices, payment schedules, receivables, and operational expenses.
- Organize financial documentation and maintain accurate administrative records.
- Support budget tracking and operational cost monitoring.
- Assist in preparing operational reports related to financial activities.
Procurement & Supply Chain Coordination
- Coordinate with suppliers regarding quotations, purchase orders, deliveries, and shipment schedules.
- Monitor inventory levels and support stock planning.
- Coordinate logistics, customs clearance, and product delivery timelines.
- Follow up with suppliers to ensure timely completion of orders.
Marketing & Business Development Support
- Coordinate with the Marketing team to ensure timely execution of campaigns, events, exhibitions, and product launches.
- Support distributor, salon, clinic, and strategic partner communications.
- Assist in preparing business proposals, presentations, and market research reports.
- Coordinate business meetings and partnership discussions.
Qualifications
- Bachelor's Degree in Business Administration, Management, Operations, or a related field.
- Minimum five (5) years of experience in Operations Management, Executive Operations, Executive Administration, Project Management, or a similar role.
- Previous experience supporting senior management or founders is highly preferred.
- Experience working within the UAE is preferred.
- Experience in trading, FMCG, beauty, healthcare, retail, or related industries will be considered an advantage.
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