Executive Assistant Bukhash Brothers
تفاصيل الوظيفة
We are seeking an experienced and reliable Team Assistant to support our Founder, Business Manager, and the team. The ideal candidate is highly detailed, quick-thinking, and capable of resolving issues on short notice with minimal supervision. This role demands someone with a proven track record of assisting C-Level executives, showcasing exceptional time management and flexibility. The successful candidate must thrive under pressure, exhibit strong organizational skills, and consistently deliver reliable support. This role involves managing a variety of administrative and operational tasks, coordinating logistics, and ensuring seamless communication between the Founder, Business Manager, and internal departments.
Roles And Responsibilities (but Not Limited To)
Admin and Operations
Manage, liaise, and complete projects/campaigns assigned by the Business Manager.
Respond to external emails (fans, prospects, gifts, PR agencies, podcast requests).
Arrange meetings and share reminders; take minutes and track progress.
Build and maintain a client/partner database.
Send gifts for celebrations.
Organize digital and physical files.
Deliver end-of-campaign reports.
Optimize the Founder's calendar weekly.
Create templates and processes for efficiency.
Monitor monthly expenses and submit for reimbursement.
Review contracts for BM's approval and ensure secure filing.
Handle logistics for trips and events (visas, bookings, RSVPs); manage travel itineraries.
Support hiring processes.
Track client interactions throughout the year.
Follow up on project payments with Finance.
Respond promptly to requests via email/WhatsApp.
Ensure tasks are on time, within scope, and budget.
Develop project scopes, objectives, and resource plans.
Track project progress and provide updates.
Perform risk management.
Coordinate logistics for projects/campaigns (flights, hotels, visas, etc).
Manage calendar, expense reports, confidential correspondence, travel plans, and documents.
Facilitate smooth communication between the Founder, the BM, and internal departments.
Keep Founder and BM informed of commitments and responsibilities.
Act as a "barometer" for environmental issues, keeping BM and Founder updated.
Draft acknowledgment letters and personal correspondence.
Prioritize tasks, handle conflicting needs, and meet deadlines.
Handle gifts and sample deliveries.
Coordinate executive communications and interface with clients.
Prepare internal/external documents for team and partners.
Maintain confidentiality and professionalism.
Update show brief and sponsorship deck.
Manage shoots calendar and prepare equipment.
Coordinate subtitles and on-set logistics.
Talent Management
Assist in managing all talents being managed by the BM.
Coordinate and elevate the merchandise process including design, logistics, promotion, and inventory.
Keep track of all the clients we work with throughout the year.
Look after all the logistic matters for trips (Visas/bookings/flights/accommodation/transportation) and events/dinners, RSVPs, etc.
Gather SM insights of the Talents, and update their profiles on a monthly basis (end of each month).
What You'll Need
Bachelor's degree required in Business Administration or any degree related to project management or business management is preferred.
Strong work tenure: five to seven years of experience supporting C-Level Executives.
Experience and interest in Project Management.
Strong presentation skills.
Quick thinker; able to handle work and pressure independently.
Flexibility with time.
Resourcefulness.
Proficient in Microsoft Office (Word, Excel, and PowerPoint), Adobe Acrobat, or Google Suite (Google Meet, Forms, Calendar) and Social Media web platforms.
You'll Love This Job If You Are
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with team members and external business liaisons.
Expert level written and verbal communication skills in English; Arabic is a plus.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Emotional maturity.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Forward-looking thinker, who actively seeks opportunities and proposes solutions.
What's In It For You
We offer an opportunity to grow within the company and help you enrich your experience and learning through exposure to different assignments within your role and make a positive impact personally and professionally.
#J-18808-Ljbffr Marketing & Media
Apply safely
To stay safe in your job search, information on common scams and to get free expert advice, we recommend that you visit SAFERjobs, a non-profit, joint industry and law enforcement organization working to combat job scams.
