Business Bay, Dubai jobs in UAE

Job Description – Executive Assistant to Director

Designation: Executive Assistant to Director
Department: Management / Executive Office
Location: Dubai
Reporting To: Director
Industry: Jewellery Retail

Role Overview

We are looking for a highly organised, proactive, and responsible Executive Assistant to the Director who will act as a key coordination point between the Director and various departments, ensuring timely follow-ups, approvals, communication, and closure of important business activities.

The role requires someone who can independently track multiple priorities, follow up with internal and external stakeholders, maintain confidentiality, and ensure that tasks assigned or discussed by the Director are followed through to completion.

Key Responsibilities

1. Director’s Task & Follow-up Management

• Maintain a detailed tracker of tasks, commitments, and action points discussed by the Director.
• Follow up with respective departments and stakeholders to ensure timely completion.
• Regularly update the Director on the status of pending, ongoing, and completed tasks.
• Ensure that important action points do not get missed or delayed.
• Escalate delays or critical pending matters to the Director appropriately.

2. Approval & Decision Coordination

• Coordinate with respective departments for approvals required from the Director.
• Ensure that all necessary information, documents, quotations, proposals, and supporting details are available before seeking approval.
• Track pending approvals and follow up until closure.
• Maintain an organised record of approvals, decisions, and instructions given by the Director.

3. Cross-Functional Coordination

• Coordinate with HR, Finance, Sales, Operations, Marketing, Procurement, IT, Stores, and other departments as required.
• Act as a central point of coordination for Director-level requirements.
• Ensure communication of the Director’s instructions to relevant stakeholders and follow up on implementation.
• Coordinate with external vendors, consultants, business partners, and other stakeholders whenever required.

4. Meetings & Calendar Management

• Manage the Director’s calendar, meetings, appointments, and schedules.
• Coordinate internal and external meetings and ensure relevant stakeholders are informed.
• Prepare meeting agendas, documents, presentations, and other required information.
• Maintain meeting notes and action points and ensure timely follow-up after meetings.

5. MIS & Reporting

• Prepare and maintain trackers, MIS reports, dashboards, and status reports as required by the Director.
• Consolidate updates from different departments and present them in a clear and structured format.
• Monitor key deadlines and provide regular updates on critical activities.
• Prepare summaries and reports for management review.

6. Communication & Correspondence

• Draft and coordinate professional emails, letters, communications, and internal instructions on behalf of the Director.
• Handle sensitive and confidential information with complete discretion.
• Ensure timely communication of important decisions and instructions.
• Maintain proper documentation and records of important correspondence.

7. Business & Project Coordination

• Support the Director in monitoring important business initiatives and projects.
• Track project timelines, deliverables, dependencies, and pending decisions.
• Coordinate with relevant teams to ensure projects remain on track.
• Support the Director in research, data collection, presentations, and business reviews as required.

Key Skills & Competencies

• Excellent follow-up and task management skills
• Strong organisational and coordination abilities
• Excellent verbal and written communication
• Ability to manage multiple priorities simultaneously
• Strong attention to detail
• Proactive approach with a strong sense of ownership
• Ability to work independently and ensure closure
• Good analytical and problem-solving skills
• Strong proficiency in MS Excel, PowerPoint, Word, and Outlook/email
• Ability to prepare MIS, trackers, presentations, and reports
• High level of confidentiality and professional discretion
• Ability to interact confidently with senior management and cross-functional teams
• Strong interpersonal skills and stakeholder management

Desired Profile

• Experience: 4–8 years of experience as an Executive Assistant / Management Assistant / Executive Coordinator / Business Coordinator, preferably supporting a Director, Founder, MD, or senior management.
• Experience in retail, jewellery, luxury, FMCG, hospitality, or other customer-facing industries would be an advantage.
• Graduate in any discipline; MBA/PG qualification would be an added advantage.
• Candidate should be comfortable working in a fast-paced, dynamic business environment.
• Strong maturity, professionalism, ownership, and confidentiality are essential.

Key Success Measures

• Timely closure of Director-level action points
• Effective tracking and follow-up of pending tasks and approvals
• Accuracy and timeliness of MIS and management reports
• Smooth coordination between the Director and internal/external stakeholders
• Effective calendar and meeting management
• Ability to anticipate requirements and proactively drive closure

Pay: AED3,000.00 - AED70,000.00 per month

Work Location: In person