Executive Assistant to CEO, Dubai

Phénicia Conseil for a subsidiary of an International Group acting and investing in different business sectors in Africa and Asia and for the newborn FinTech activity is looking for a:

Executive assistant to the CEO/MD (M/W)

Expat Role, permanent contract, DUBAI – UAE

Position Summary:

This Position will be Reporting directly to the MD / CEO. The Executive Assistant to the MD/CEO provides executive, administrative, and development support to the MD and Board of Directors, as well as the Senior Leadership Team (SLT) and HR. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the MD. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

 Primary Responsibilities: Executive Support:

1. Assists the MD/CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
2. Communicates with the general staff on the MD/CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the SLT, The Management Team (TMG), and members of the Team.
3. Communicates directly and on behalf of the MD/CEO with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed.
4. Conducts research on prospective corporate and other new Business Projects to identify and evaluate current needs and assembles materials needed for the proposals.
5. Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written

communication with Business associates, Team / Partner(s) and prospects.

6. Supports MD/CEO in his/her external commitments related to Partners , including service on external boards, committees and other groups.
7. Prepare and Present Various Analysis, Presentations on Different Business Dynamics, facts and

prospects on existing or upcoming projects and scenarios.

8. HR Support – Administratively supports HR director (recruiting support, documents formatting,

surveys set up and other administrative tasks), drafts emails and other Business correspondence as

directed.

9. Board Support and Liaison -Serves as the MD’s administrative liaison to the Board of Directors and

manages Board activities, which include coordinating semi-annual Board meetings and dinners; semiannual Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Research potential Board members

for the Nomination Committee.

10. Coordinates Executive, Finance, Governance & Nominating, and Audit Committee meetings,

maintains confidential files and contact information; coordinates meetings, conferences, and

committees both on and off site to support the MD’s agenda.

11. Maintains Board portal (Directors Desk).
12. Management Liaison – Participates as an adjunct member of the SLT including assisting in scheduling, attending meetings. Represents the MD in designated meetings as required.
13. Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.

Secondary Responsibilities:

• Oversees the training and support of the Group Program Assistants.
• Provide assistance as needed to CEO for operations to include but is not limited to, answering

phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in

visitors/guests.

• Works directly with the Board Executive and Finance Committees.
• Works directly with senior level staff and HR both internally and externally.

Experience & Education:

• Bachelors / Master’s degree or equivalent experience with social sciences, Business

Administration / Finance background and an interest in national and global issues.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly

with excellent attention to detail.

• 5/10 years providing support for upper-level management in a related organization (i.e.,

Manufacturing, Automotive, Agro, Fintech, social sciences, public health).

Skills & Abilities:

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff,

board members, external partners and Directors.

• Should be capable to lead a team and contribute Strategies to Business projects and Start-up

ventures.

• Previous experience working with development and fundraising programs to increase donor

contributions and funding sources.

• Knowledge of Dynamics, BI and other ERP tools / SW will be an added advantage.
• Proficiency in Windows, including MS Word, EXCEL and PowerPoint; fund-raising data

management systems knowledge helpful.

• Ability to learn new software such as Doodle polls and Director’s Desk board portal.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Ability to work with a broad range of people including major donors, Board members, foundation

staff, colleagues of the MD/CEO and staff, and others.

• Knowledge of other languages and international customs is an asset; knowledge of French is

helpful.

• Excellent management, time-management, and problem-solving skills.
• Due to the confidentiality of the work, the functions of this position should be flexible and

dynamic in nature.

• Frequent travel may be involved.
• The Position could be Hybrid at times based on the Business exigency.

To apply: paolo.bossi@recrutement-phenicia.fr