Executive Assistant – Strategy & Portfolio Management
About the Role
We are seeking a highly organized, detail-oriented, and proactive Executive Secretary & Portfolio Coordinator to support the Group CEO of a multi-sector business conglomerate involved in Cyber Security, AI Solutions, Education for Working Professionals, Property Development, Property Brokerage, and Green Building Consultancy.
This role combines executive secretarial duties with investment portfolio tracking and administrative management, providing complete operational support to the Group CEO and ensuring the smooth, effective functioning of his professional and personal commitments.
Key Responsibilities
1. Executive Support & Administration
- Manage the CEO’s daily schedule, appointments, travel arrangements, meetings, and communications.
- Prepare, draft, and review emails, letters, presentations, and official correspondence.
- Maintain a high level of confidentiality in all matters.
- Coordinate with internal teams and external stakeholders to ensure seamless operations.
- Handle personal and professional tasks to help streamline the CEO’s day-to-day activities.
2. Investment Portfolio Monitoring
- Review, track, and maintain updated records of the CEO’s investment portfolios (across real estate, financial instruments, startups, and international holdings).
- Tabulate and prepare periodic investment reports, summaries, performance dashboards, and follow-ups.
- Maintain systematic documentation for new and existing investments.
- Conduct basic analysis and compile data required for decision-making.
- Liaise with banks, financial advisors, brokers, and portfolio managers as required.
3. Documentation & Data Management
- Maintain accurate files, databases, and tracking systems for all business and investment-related materials.
- Prepare reminders, alerts, and follow-up lists for ongoing tasks, deadlines, renewals, and financial commitments.
- Ensure all important documents, agreements, and contracts are properly stored and easily retrievable.
4. Communication & Coordination
- Act as the primary point of contact for the CEO, ensuring effective communication between departments and external partners.
- Coordinate internal meetings, prepare agendas, take minutes, and track action items to completion.
- Support the CEO in managing multi-company activities across UAE, USA, and India.
5. Travel, Logistics & Event Management
- Manage end-to-end travel planning (tickets, visas, accommodations, itineraries).
- Organize business meetings, conferences, and special events as required.
- Handle logistics for both local and international engagements.
6. Professional & Personal Organization
- Assist in managing the CEO’s personal commitments, schedules, and requirements.
- Ensure flawless coordination between personal, family-related, and business tasks when needed.
Required Skills & Qualifications
- Experience: 5–10 years in Executive Assistant/Executive Secretary roles supporting C-level executives.
- Education: Bachelor’s degree preferred; certifications in administration or office management are an advantage.
- Technical Skills:
- Strong proficiency in MS Office (Excel, PowerPoint, Word), documentation tools, and digital organization systems.
- Ability to prepare investment spreadsheets, performance summaries, and basic analytical reports.
- Personal Skills:
- Excellent communication (written/verbal) and interpersonal skills.
- High degree of professionalism, confidentiality, and integrity.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Attention to detail and proactive problem-solving ability.
- Other Requirements:
- Willingness to handle flexible timings due to multiple time zones (UAE, USA, India).
- Strong ability to manage pressure and tight deadlines.
- Trustworthy and committed to long-term engagement.
Why Join Us?
- a prestigious, multi-sector organization with 38 years of business excellence.
- Gain exposure to a wide range of industries and strategic operations.
- Opportunity to grow into a higher operational or management role based on performance.
- Dynamic, fast-paced work environment with global exposure.
Job Type: Full-time
