Executive Assistant

Job Title: Executive Assistant - RR

Reports To: General Manager Rani Refreshments

Business Unit: Rani Refreshments

Function: Marketing / Administration

Location: Dubai, UAE

Grade / Level: TBC

Job Purpose

The Executive Assistant provides high-quality administrative, coordination, and organizational support to senior leadership within Rani Refreshments. The role ensures smooth day-to-day operations through effective calendar management, meeting coordination, communication handling, interview scheduling, and functional onboarding support.

The position plays a critical enablement role, ensuring leadership time is protected, workflows are organized, and internal coordination is executed with discipline, accuracy, and confidentiality.

Operating Context

Rani Refreshments operates in a fast-paced, multi-stakeholder FMCG environment requiring high standards of coordination, confidentiality, and execution discipline.

The role interfaces daily with senior leadership, cross-functional teams, external partners, and candidates, and must operate with professionalism, discretion, and responsiveness.

Key Roles & Responsibilities

Executive & Leadership Support

• Manage calendars for the General Manager and Franchise Commercial Director, ensuring effective scheduling and zero conflicts.
• Coordinate and arrange meetings, appointments, and leadership engagements.
• Manage correspondence on behalf of leadership for low-priority matters.
• Act as a gatekeeper to leadership time, minimizing interruptions and prioritizing access appropriately.
• Organize meeting materials, documentation, and briefing packs.
• Maintain structured electronic and hard-copy filing systems.
• Prepare, reconcile, and submit expense reports and monthly bills within agreed timelines.
• Coordinate travel arrangements including visas and ticketing using approved Online Travel Systems.
• Screen and route incoming calls and correspondence.
• Scrutinize documents requiring signature to ensure accuracy, legality, and completeness.
• Handle general clerical and administrative tasks with attention to detail and confidentiality.

Meeting & Calendar Management

• Manage Outlook calendars for employees and meeting rooms.

• Book, prepare, and equip meeting rooms as required.
• Arrange audio and video conferencing and conduct pre-meeting technology checks.
• Prepare and circulate agendas, meeting papers, and minutes.
• Ensure optimal use of meeting facilities and technology.

Team & Operational Coordination

• Coordinate travel and logistics for team activities and visitors.
• Prepare and manage documents, spreadsheets, and data sheets to support team efficiency.
• Provide liaison support to internal and external visitors.
• Prepare and process purchase orders, invoices, and CAPEX documentation.
• Coordinate offsite meetings, events, and conferences including logistics and communications.
• Support cross-functional initiatives and projects as required.
• Communicate professionally with customers, suppliers, and agencies via email and telephone.
• Adhere strictly to Document Workflow System (DWS) processes.

Recruitment & Interview Coordination

• Coordinate interview schedules across stakeholders.
• Set up calendar invites and manage logistics for in-person and remote interviews.
• Liaise with candidates on interview timing and arrangements.
• Prepare interview packs including CVs and supporting documentation.
• Conduct technical checks (e.g., Skype/Teams) for remote interviews.

Onboarding & Functional Induction

• Coordinate and deliver functional induction programs for new joiners.
• Introduce new employees to team members and key stakeholders.
• Arrange onboarding schedules, meetings, and induction sessions.
• Set up workstations and coordinate system access (email, phone, door access, parking).
• Ensure all onboarding activities are completed within the first month.

Key Performance Indicators (KPIs)

• Zero calendar conflicts and effective time management for leadership.
• Timely and accurate coordination of meetings, travel, and documentation.
• On-time submission of expense reports and invoices.
• High quality and accuracy of filing and documentation systems.
• Effective onboarding completion within agreed timelines.
• Positive feedback from leadership and stakeholders on administrative support quality.

Qualifications

• Bachelor's Degree in Communication, Public Relations, Business Management, or related discipline.

Knowledge

• Online Travel Systems
• Document Workflow Systems (DWS)
• Dropbox, WeTransfer, Hightail

Technical Skills

• Intermediate proficiency in Outlook, Word, Excel, and PowerPoint
• SharePoint
• Video and audio conferencing tools (Intercall, WebEx, Zoom, BlueJeans)
• SAP
• Google Docs and Google Drive
• Excellent English language proficiency

Advantageous:

• Adobe Photoshop
• Familiarity with analytics and digital platforms (Google Analytics, AdX, DART, Appnexus)

Experience

• Minimum 1 year experience in an Office Coordinator / Receptionist role in a multinational environment.
• Minimum 2 years experience as an Executive Assistant or Team Coordinator handling complex administrative responsibilities.

Behavioural Competencies

• Customer Focus
• Effective Communication
• Relationship Building
• Sense of Urgency
• Discipline & Accuracy
• Accountability
• Learning Orientation
• Agility
• Initiative