Executive Assistant

Role purpose:

This role is required to provide high-level administrative support to senior leadership for Tropics R&D LT by managing day-to-day operations, communications, and logistics. The Executive Assistant acts as a liaison between the executive and various stakeholders, ensuring efficient workflow and effective time management while maintaining confidentiality and professionalism. The selected individual will collaborate closely with the senior leaders based in Dubai office, India office and Singapore office.

Job Description:

• Maintain senior leaders’ calendars, arrange meetings and appointments
• Manage travel arrangements for senior leaders, including flight and hotel bookings, visa applications, transportation, vaccination requirements, concur / expense claims
• Support senior leaders and team members in administrative tasks
• Support business/functional teams in organizing team meetings, workshops, and events, both virtually and in-person
• Assist with special projects, events, or similar initiatives
• Set up and manage MS TEAMS membership and document library
• Assist in onboarding new staff/inbound transferees on admin-related matters
• Organize office events to promote teambuilding, cultural awareness, and a sense of belonging
• Oversee the day-to-day operations of the office
• Handle incoming calls, take messages, and route correspondence
• Liaise with building management on office, staff access, and parking matters
• Act as the liaison between internal functional stakeholders and external service providers (e.g. finance and banks, legal and law firms, mobile phones and telcos)
• Handle IT-related matters with IT services providers
• Manage statutory HR-related matters with local authorities
• Manage mobile phones issued to staff and oversee contracts with telcos
• Work with regional indirect procurement and manage relationships with travel agents and hotels
• Support business/functional teams in organizing team meetings, workshops, and events, both virtually and in-person- across Asia
• Driving assigned Projects for the function
• Ensure compliance with and update travel policy
• Order/manage pantry and office supplies
• Oversee contracts and services provided by the office cleaning company
• Oversee maintenance of all office appliances/equipment
• Create purchase orders in the system for service providers and approve invoices for payment
• Perform other duties as assigned.

Qualifications:

Critical Experience:

• A bachelor’s degree, preferably in business administration or related disciplines
• At least ten years of experience in a relevant position
• At least three years of experience in a similar position in Dubai
• Experience working in multinational companies and a highly matrixed environment
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office 365
• Up to date with advancements in office gadgets and applications
• High-level verbal and written communication skills
• Proficiency in English
• Ability to multitask and prioritize daily workload
• Exemplary planning and time management skills
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with colleagues and other stakeholders.

Critical Technical, Professional, and Personal Capabilities:

• Learning agility
• Effective communication skills
• Flexibility to adapt to changing priorities and work well under pressure (eg during events)
• Openness to challenges and eagerness to learn new things
• Computer/tech savvy
• Passion for continuous improvement
• Comfortable working in a multicultural environment
• Strong work ethics.

Critical Success Factors & Key Challenges:

• Proactive mindset with the ability to anticipate needs and take initiative in a dynamic environment
• Managing diverse teams with different preferences, styles, and requirements
• Ability to multi-task and prioritize
• Ensuring all work is conducted in an ethical and compliant manner.