Executive Assistant

Job Description

Job Title: Executive Assistant - Tax Services

Location: Dubai

Job Type: Full-Time

Department: Tax Services

Reports to: Tax Services Leader/Partner

Job Summary

The Executive Assistant will provide high-level administrative support to the Tax Services line, working closely with the Tax Services Leader, Partners, and Directors. This role is critical in ensuring the smooth operation of the team by managing schedules, facilitating communication, and handling sensitive information. The ideal candidate will be proactive, organized, and possess exceptional communication skills.

Key Responsibilities

• Administrative Support:
• Manage complex calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate internal and external meetings, ensuring all necessary materials are prepared and distributed in advance.
• Handle correspondence, including emails, phone calls, and written communication, ensuring timely responses.
• Document Management:
• Prepare and edit reports, presentations, and other documents as required.
• Maintain filing systems, both electronic and paper, ensuring all documents are organized and easily accessible.
• Assist in the preparation and formatting of tax-related documents, proposals, and client presentations.
• Client Interaction:
• Serve as a point of contact for clients, providing information and assistance as needed.
• Coordinate with clients and internal teams to schedule meetings, calls, and follow-ups.
• Handle sensitive client information with discretion and confidentiality.
• Project Coordination:
• Assist in the planning and execution of various projects within the Tax Services line.
• Track project timelines and deliverables, ensuring deadlines are met.
• Coordinate with different departments to facilitate project-related communication and collaboration.
• Travel and Expense Management:
• Arrange travel accommodations, including flights, hotels, and transportation, for the Tax Services Leader and team members.
• Process and track expense reports, ensuring compliance with company policies.
• Event Planning:
• Assist in organizing internal and external events, including training sessions, client meetings, and team-building activities.
• Manage logistics, including venue selection, catering, and attendee communication.
• General Office Duties:
• Manage office supplies, equipment, and maintenance requests for the Tax Services team.
• Support other administrative staff and provide backup support as needed.
• Perform other duties as assigned to support the smooth operation of the Tax Services line.
  
  

Qualifications

• Education:
• bachelor’s degree or equivalent experience in business administration or a related field.
• Experience:
• Minimum of 5 years of experience as an executive assistant, preferably within a professional services environment.
• Experience in supporting senior-level executives, preferably in a tax or finance-related field.
• Skills:
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and collaboratively in a fast-paced environment.
• Discretion and the ability to handle confidential information.