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Job Title: Executive Assistant to the Chief Operating Officer (COO) and Senior Management Team

Location: Dubai

Company Overview:

Clyde & Co is a dynamic law firm committed to its values. We pride ourselves on innovation, collaboration, and fostering a positive work environment. As we continue to grow and expand, we are seeking a proactive and dedicated Executive Assistant to provide comprehensive support to our COO and assist the senior management team.

As the Executive Assistant to the COO and Senior Management Team, you will play a pivotal role in ensuring the smooth functioning of their day-to-day activities. This position demands a motivated individual with exceptional communication skills, strong attention to detail, and the ability to maintain confidentiality in a professional environment. You will be working in a fast-paced, demanding setting, supporting a team that works collaboratively across various business functions.

Responsibilities:

Support to COO:

• Act as the primary point of contact for the COO, managing a complex calendar, including scheduling appointments, meetings, and travel arrangements (including flights, accommodation, ground transportation and visas).
• Prioritize and coordinate the COO’s daily schedule, ensuring efficient time management and timely reminders.
• Anticipate schedule conflicts and proactively resolve them to optimise time management.
• Screen and manage emails, calls, and correspondence on behalf of the COO, handling inquiries and providing necessary information or redirection as appropriate.
• Prepare agendas, briefings, presentations, and materials for meetings, ensuring accuracy and relevance to the COO’s objectives.
• Attend meetings and take accurate minutes, ensuring follow-up on action items and deadlines.
• Conduct research, compile data, and prepare reports to support the COO in decision-making processes.
• Assist in managing special projects, initiatives, and strategic planning efforts as directed by the COO.

Support to Senior Management Team:

• Provide administrative support to the senior management team, including calendar management, meeting coordination, and follow-up actions.
• Assist in the preparation of reports, presentations, and documents for senior management meetings and projects, ensuring accuracy and consistency.
• Track project progress, provide status updates, and proactively identify potential issues.
• Act as a liaison between the COO and other executives, departments, and external stakeholders, facilitating communication and ensuring timely responses.
• Coordinate and organise team events, retreats, and other related activities to promote team collaboration and engagement.

Office Management and Administration:

• Manage office operations and procedures, overseeing administrative policies.
• Maintain confidentiality and handle sensitive information with discretion, including handling confidential documents and communications.
• Collaborate with relevant departments to streamline administrative processes and improve overall office efficiency.

Qualifications:

• Bachelor’s degree preferred or equivalent work experience in a similar role.
• Proven track record of atleast 3-5 years as an executive assistant or supporting senior management in a fast-paced environment.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively.
• Strong communication skills (both written and verbal), with the ability to interact professionally at all levels.
• Proficiency in office software (MS Office, G Suite) and adaptability to new technologies and tools.
• Discretion, confidentiality, and a high level of professionalism in handling sensitive information.
• Proactive attitude, ability to anticipate needs, and take initiative to address them.
• Flexibility to adapt to changing priorities and work outside regular business hours as needed, including evenings and weekends.
• Knowledge of the legal industry or law firm operations is a plus.

About the firm

Clyde & Co is a leading global law firm, helping organisations successfully navigate risk and maximise opportunity in the sectors that underpin global trade and commercial activity and enable global prosperity, namely: insurance, aviation, marine, construction, energy, trade and natural resources.

Globally integrated, Clyde & Co offers a comprehensive range of contentious and non-contentious legal services and commercially-minded legal advice to businesses operating across the world. It is committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves and provides an environment in which everyone can realise their potential, using its legal and professional skills to support its communities through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment including through a commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

The firm has 490 partners, 2400 lawyers, 3200 legal professionals and 5500 people overall in nearly 70 offices and associated offices worldwide.

Clyde & Co in the Middle East and Africa

With over 34 years’ experience in the region and the largest presence of any international law firm in the Middle East, we pride ourselves on being able to help clients recognise and overcome the challenges of doing business in the Middle East and Africa.

In the Middle East, our more than 55 partners and 150 legal professionals work from five offices located across the region. Our Dubai office acts as a central hub for our Middle East and Africa regional operations that include, in the Middle East, offices in Abu Dhabi in the UAE, Doha in Qatar, Cairo in Egypt and Riyadh in Saudi Arabia. Our large regional presence enables us to support our clients across the full spectrum of their corporate and commercial needs throughout the GCC and wider Levant.

Our deep sector knowledge covers insurance, energy, transport, infrastructure, marine and trade as well as aviation, education, finance, healthcare, hospitality, and technology.

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