Job Description

Office Manager | Executive AssistantDepartment: AdminDesignation: Office Manager/EA                         Salary:
3,000 to 5,000 AEDReporting Manager: HR Manager                      Reporting Location: Dubai An
executive assistant is a highly skilled administrative professional who
provides high-level support to executives and senior-level managers in an
organization. The job description of an executive assistant may vary depending
on the company and industry, but generally, they are responsible for the
following:
Calendar
management: Executive assistants manage the schedules of their executives,
ensuring that they have enough time to complete their tasks and attend
meetings. They may also schedule appointments and make travel
arrangements.
Communication
management: They act as a gatekeeper for the executives and manage all
forms of communication including emails, phone calls, and letters. They
may also draft and send correspondence on behalf of the executives.
Administrative
support: They provide administrative support to the executives including
maintaining files, taking notes during meetings, preparing reports, and
conducting research.
Project
management: They may be responsible for managing projects, ensuring that
they are completed on time and within budget.
Coordination:
They may coordinate events, meetings, and conferences on behalf of the
executives.
Relationship
building: They build and maintain relationships with internal and external
stakeholders, including clients, suppliers, and staff.
Budget
management: They may assist with budget management, including creating and
managing budgets, tracking expenses, and preparing financial reports.
To
be successful in this role, an executive assistant must have excellent
organizational, communication, and interpersonal skills. They should also have
a high degree of professionalism and discretion, as they often deal with
confidential and sensitive information. Additionally, they should be able to
work independently and manage multiple tasks simultaneously.   The Key Performance
Indicators (KPIs) of an Executive Assistant are typically designed to measure
their effectiveness in supporting the executives they work with and
contributing to the overall success of the organization. Here are some examples
of KPIs for Executive Assistants:
Time Management: This KPI
measures the Executive Assistant's ability to effectively manage their
time and prioritize tasks to ensure the executives they support are able
to meet their deadlines and obligations.
Calendar Management: This KPI
tracks the accuracy and effectiveness of the Executive Assistant's
calendar management, including scheduling appointments and meetings,
reserving time for key tasks, and ensuring that executives have sufficient
time for preparation.
Communication: This KPI
measures the quality and effectiveness of the Executive Assistant's
communication skills, including their ability to accurately convey
information, respond to inquiries, and manage emails, phone calls, and
other forms of communication.
Task Completion: This KPI
measures the Executive Assistant's ability to complete tasks accurately
and on time, including administrative tasks, project management, and other
responsibilities assigned by the executives they support.
Relationship Management: This
KPI tracks the effectiveness of the Executive Assistant's
relationship-building skills, including their ability to establish and
maintain positive relationships with key stakeholders, both internally and
externally.
Confidentiality: This KPI
measures the Executive Assistant's ability to maintain confidentiality and
protect sensitive information, including trade secrets, financial data,
and other confidential information related to the organization.
Professional Development: This
KPI tracks the Executive Assistant's commitment to ongoing learning and
professional development, including attending training sessions, obtaining
certifications, and pursuing other educational opportunities to enhance
their skills and knowledge.
Overall, the KPIs for
an Executive Assistant should be aligned with the organization's goals and
objectives, and reflect the key competencies and responsibilities of the role. The roles and
responsibilities of an Executive Assistant (EA) can vary depending on the
company and industry, but generally, they are responsible for the following:
Managing the executive's schedule: An EA is
responsible for managing the executive's calendar, scheduling
appointments, and coordinating meetings.
Communications management: EAs are responsible
for managing all forms of communication including emails, phone calls, and
letters. They may also draft and send correspondence on behalf of the
executives.
Administrative support: EAs provide
administrative support to the executives including maintaining files,
taking notes during meetings, preparing reports, and conducting research.
Travel arrangements: EAs may be responsible for
making travel arrangements, including booking flights, hotels, and
transportation for the executive.
Project management: EAs may be responsible for
managing projects, ensuring that they are completed on time and within
budget.
Coordination: EAs may coordinate events,
meetings, and conferences on behalf of the executives.
Relationship building: EAs build and maintain
relationships with internal and external stakeholders, including clients,
suppliers, and staff.
Budget management: EAs may assist with budget
management, including creating and managing budgets, tracking expenses,
and preparing financial reports.
Information management: EAs may be responsible
for managing and organizing information, including data entry, record
keeping, and file management.
Personal support: EAs may provide personal
support to the executive, such as managing their personal schedule,
running errands, and managing household tasks.
Overall, the role of
an EA is to provide high-level support to executives and senior-level managers
in an organization, enabling them to focus on their core responsibilities and
maximizing their effectiveness.



































 

Required Knowledge, Skills, and Abilities

• budget management
• interpersonal skills
• coordination
• administration
• good communication

Education + Experience

• Qualification: Degree