Executive Assistant Bukhash Brothers
تفاصيل الوظيفة
We are seeking an experienced and reliable Executive 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
Keeping track of all the clients we work with throughout the year
Looking after all the logistic matters for trips (Visas/bookings/flights/accommodation/transportation) and events/dinners, RSVPs, etc., while making sure to always get the best in the interest of the Talents and his team
Gathering SM insights of the Talents, and updating 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 7 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 the 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 liaison
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.
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