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Keekan Network
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Cobblestone Energy DMCC
Role overview
We are looking for an experienced, highly organized, and trustworthy Executive Personal Assistant to provide confidential administrative and operational support to senior leadership, including the Chairman, Chief Risk Officer (CRO), Chief Operating Officer (COO), and Executive Committee members. The ideal candidate will possess exceptional organizational skills, the ability to manage multiple priorities, and the professionalism required to operate in a dynamic executive environment.
Serve as the primary point of contact for executive leadership, managing appointments and controlling access with professionalism and discretion.
Coordinate and maintain complex calendars, ensuring efficient scheduling and conflict resolution across multiple time zones.
Prepare executives for meetings by organizing agendas, presentations, reports, and briefing materials in advance.
Monitor daily schedules and proactively adjust plans to accommodate changing priorities.
Manage incoming emails, correspondence, phone calls, and inquiries, prioritizing communications based on urgency and importance.
Draft, review, and respond to professional correspondence on behalf of executive leadership when appropriate.
Act as a liaison between executives, internal departments, board members, clients, regulatory authorities, and external stakeholders.
Record meeting minutes, monitor action items, and ensure timely follow-up on assigned tasks and deadlines.
Coordinate domestic and international travel arrangements, including flight bookings, hotel reservations, visa processing, transportation, and meeting logistics.
Prepare detailed travel itineraries and ensure smooth execution of business travel plans.
Manage executive expense reports, reimbursement requests, and corporate credit card reconciliations in accordance with company policies.
Maintain secure and confidential digital and physical filing systems for executive records, contracts, and sensitive corporate documentation.
Organize and coordinate executive meetings, board sessions, leadership events, conferences, and company functions.
Support senior management with operational reporting, project coordination, compliance documentation, and special assignments.
Assist in monitoring ongoing projects and provide administrative support to ensure successful execution.
Effective calendar management with minimal scheduling conflicts.
Accurate and timely handling of executive communications and documentation.
Maintenance of complete confidentiality regarding business, financial, and personnel information.
Proactive problem-solving and anticipation of executive requirements before issues arise.
Efficient coordination of travel, meetings, and executive support activities.
Minimum 5–7 years of experience in an Executive Assistant, Personal Assistant, or Executive Support role.
Previous experience supporting C-Level Executives, Directors, Board Members, or Senior Leadership Teams is highly preferred.
Bachelor’s degree in Business Administration, Management, Communications, Human Resources, or a related discipline preferred.
Advanced proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, Outlook, and Teams.
Experience with project management and collaboration platforms such as Asana, Trello, Slack, or similar tools.
Outstanding organizational and time-management abilities.
Excellent written and verbal communication skills.
Strong multitasking and prioritization capabilities in fast-paced environments.
Ability to remain calm and adaptable under pressure.
High level of integrity, professionalism, and confidentiality.
Strong attention to detail and commitment to accuracy.
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