Executive Assistant to Chief Executive Officer Full-time Job

Responsibilities:

Calendar Management:

Proactively manage the CEO's complex calendar, scheduling meetings, appointments, and travel arrangements across multiple time zones.

Prioritize commitments, resolve scheduling conflicts, and ensure the CEO is prepared for each meeting with necessary materials and background information.

Communication:

Serve as the primary point of contact for internal and external stakeholders, including executives, employees, board members, investors, and partners.

Screen and direct selective incoming calls, emails, and correspondence, prioritizing and delegating as appropriate.

Draft and edit correspondence on behalf of the CEO, ensuring professional, clear and accurate communication.

Executive Meeting and Event Coordination:

Organize and coordinate meetings, including board meetings, executive retreats, and other company events in co-ordination with the HR department.

Secure venues, manage logistics, prepare agendas, and ensure smooth execution of all executive events in co-ordination with HR, if company wide..

Document Preparation and Review:

Prepare presentations, reports, memos, and other documents for the CEO.

Proofread and edit documents for accuracy, clarity, and formatting.

Coordinate with other departments to gather necessary information and ensure timely completion of documents.

Administrative Support:

Manage the CEO's business expenses, process invoices, and reconcile accounts.

Coordinate travel arrangements, including flights, accommodations, and transportation.

Provide general administrative support, such as filing, copying, and maintaining office supplies.

Confidentiality:

Maintain the highest level of confidentiality and discretion in all matters related to the CEO, board members and the company.

Handle sensitive information with utmost care and professionalism.

Board Meetings Support:

Preparing the boardroom: Ensuring the room is set up correctly with necessary materials, refreshments, and technology.

Distributing materials: Providing board members with agendas, reports, presentations, and other relevant documents.

Taking minutes: Recording the key discussions, decisions, and action items from the meeting. This may involve using shorthand or a laptop to capture the proceedings accurately.

Administrative support during the meeting such as answering any queries from board members regarding schedules, documents, or logistics.

Liaising with other staff: Contacting other departments or individuals as requested by the board or CEO during the meeting.

Post Meeting - Distributing minutes: Preparing and circulating the minutes of the meeting to all attendees.

Tracking action items: Following up on any action items assigned during the meeting to ensure they are completed.

Communicating with board members: Responding to any post-meeting inquiries from board members.

Qualifications:

Bachelor's degree in Business Administration, Communications, or a related field.

5+ years of experience as an Executive Assistant to a senior executive, preferably in the retail industry.

Previous experience in attending board meetings is a plus.

Proven ability to manage complex calendars and prioritize competing demands.

Excellent written and verbal communication skills, with strong attention to detail.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

Strong organizational and time management skills with the ability to work independently and as part of a team.

Ability to maintain confidentiality and exercise discretion in handling sensitive information.

BFL (Brands for Less) Group, the leading off-price retailer of fashion and homeware, is based in United Arab Emirates and spread over more than 6 countries in the Middle East and one in Europe.
BFL Group introduced its unique off-price business model, Brands for Less, to Lebanon in 1996 and to the UAE in 2000. Brands for Less, offering womens and mens fashion from high quality designer brands, all at up to 80% less than the recommended retail price was becoming a trend and was the main factor behind our company's success and expansion. In addition to that, the group exclusively acquired the Tchibo franchise for the MENA region, selling the German brand's homeware and basic apparel at very competitive prices.
This has led to enormously expanding within the MENA markets and building our operational hub in the UAE to distribute to the countries we are operating within today. Our continuous thrive to success along with our customers' trust has made us expand our concepts into creating Toys for Less which is mainly an off-price retail concept for buying Toys, kids apparel & costumes at "outlet prices".
In addition to these three brands, we are continuously working on expanding our product range to fit BFL Group's "value culture". We have recently acquired the Franchise rights of the Korean brand MUMUSO and are operating it in Lebanon and Malta. We will also add more value brands and concepts to our group in the near future that complements our value business to what provides our customers a rich experience in an "all-in-one" value group.
We have big plans to expand and open more stores in the next few years and thats alongside expanding the reach and success of our Brandsforless e-commerce website.
To add it up, being pioneers in the value sector in the Middle East region is something that was collectively built by our top to bottom hierarchical structure of our workplace along with the strategical decisions and day-to-day operational strive to perfection.