Job Title: Executive Assistant

Job Type: Full-time

Location: Abu Dhabi

Company Overview:

With the rise of new biomolecular data classes, innovative diagnostic possibilities, and at the dawn of an artificial intelligence century with unimagined new opportunities, we want to transform the perspective on health and healthcare in the UAE and beyond the region.

We are a precision lifestyle medicine institute in Abu Dhabi. Our purpose is to provide precise, predictive, preventive and data-driven care and research focused on lifestyle, longevity and performance for both individuals and populations. As ambitious and impactful as our approach is, our high-level sponsors and supporters believe that a successful implementation has the potential to scale into the greater good for everyone.

Job Overview:

As an Executive Assistant, you will support senior leadership in their day-to-day administrative needs, ensuring smooth operations and efficient scheduling. You will also oversee the management of the travel desk, coordinating complex itineraries and travel logistics for the leadership team and other key personnel. This role requires excellent organizational skills, discretion, and the ability to manage multiple priorities simultaneously.

Responsibilities:

Executive Support:

o  Provide high-level administrative support to the team, including calendar management, meeting coordination, and document preparation.

o  Draft, review, and format emails, reports, presentations, and other communications on behalf of executives.

o  Act as a gatekeeper by managing correspondence, filtering calls, and prioritizing tasks.

Administrative Coordination:

o  Coordinate internal and external meetings, ensuring preparation and timely follow-up on action items.

o  Manage office administrative tasks, including document filing, office supplies management, and liaising with vendors.

o  Assist with organizing company events, conferences, and meetings, handling logistics and communications.

Travel Desk Management:

o  Oversee the full scope of travel arrangements for senior leadership and staff, including flights, accommodations, ground transportation, and visa applications.

o  Ensure adherence to company travel policies and work with travel vendors to optimize cost efficiency.

o  Prepare detailed travel itineraries, ensuring executives are informed of changes, cancellations, or other pertinent details.

Expense Management:

o  Track and process expense reports, ensuring proper documentation and timely submission.

o  Manage purchase orders and payments related to travel and office expenses.

Confidentiality & Discretion:

o  Handle sensitive and confidential information with professionalism, always ensuring discretion.

Cross Functional Collaboration:

o  Work closely with other departments, ensuring seamless communication between executives and internal teams.

o  Support the administrative needs of interdisciplinary projects, assisting in scheduling meetings and preparing materials.

Qualifications:

• Educational Background:

o  Bachelor’s degree in business administration, office management, or a related field preferred.

• Experience:

o  Minimum of 5+ years of experience in an Executive Assistant or similar administrative role, with a focus on supporting senior leadership.

• Travel Desk Management:

o  Proven experience in managing complex travel arrangements, including international travel, for senior executives.

• Skills:

o  Strong organizational skills with the ability to manage multiple priorities and meet deadlines.

o  Excellent written and verbal communication skills.

o  Proficiency in office software (MS Office, Google Workspace) and scheduling tools.

o  Strong attention to detail and a high level of accuracy.

• Interpersonal Abilities:

o  Ability to maintain professionalism, discretion, and confidentiality.

o  Strong problem-solving skills and the ability to anticipate needs.

o  Excellent interpersonal skills, with the ability to work effectively across all levels of the organization.

Summary:

We are looking for a proactive, organized, and dedicated Executive Assistant to provide comprehensive administrative support to our team. The ideal candidate will have strong multitasking abilities, experience managing a travel desk, and a deep commitment to ensuring smooth and efficient operations in a fast-paced environment. If you thrive on handling multiple responsibilities with professionalism, we invite you to apply.