Executive Assistant

Seddiqi Holding is a Family-owned and managed company with a unique, diversified portfolio of businesses and brands across numerous sectors. The business includes Ahmed Seddiqi, Seddiqi Properties, Swiss Watch Services and Mizzen.

We are looking to hire an Executive Assistant who will strategically supports the Senior Director -Talent and Culture by ensuring seamless operations, effective communication, and project execution. It enhances organizational efficiency through proactive administrative management and liaison with stakeholders. The role drives operational success by prioritizing tasks, managing schedules, and delivering high-quality support.

Key Responsibilities:

Executive Support

• Manages the Executive’s complex calendar, ensuring all appointments, meetings, and engagements are scheduled, prioritized, and optimized
• Act as the primary point of contact, handling confidential correspondence and communications with internal/external stakeholders.
• Organize meetings, prepare agendas, compile documents, and ensure accurate follow-up and documentation.
• Attend meetings, record meeting minutes, including decisions made and action items. Maintain accurate records of the meetings, if needed.
• Arrange detailed travel itineraries, prepare visa documentation, expense reports, travel budget, and hospitality arrangements (e.g., restaurant reservations)
• Assist and Coordinate agendas for senior management team meetings, department meetings, off-sites, and staff meetings, if necessary.
• Keep the Executive well informed of upcoming responsibilities, deadlines and follow-ups.
• Receive and interact with visitors, ensuring professional hospitality.

Office and Project Management

• Track and follow up on projects and deliverables assigned to functional teams and departments on behalf of Senior Director
• Maintain systems to monitor key initiatives, deadlines, and reports, ensuring timely updates and execution
• Act as a liaison between the Senior Director’s office and other departments/ business units to drive operational efficiency.
• Support / carries out special projects as assigned by the Senior Director, if required.

Documentation and Communication

• Draft, review, and proofread high-quality correspondence, presentations, reports, for the Senior Director
• Maintain organized digital and physical filing systems for accurate documentation.
• Screen and prioritize calls, emails, and correspondence, escalating critical matters to the executive’s attention, and ensures timely follow up.
• Ensure smooth communication between Senior Director and internal / external stakeholders.
• Manages approvals on behalf of the executive using platforms such as SAP Concur, SuccessFactors, Ariba, and others, as needed.

Data and Technology

• Analyze functional data to prepare executive summaries or dashboards as required.
• Utilize tools like Excel to track performance metrics and project progress.
• Support the implementation and use of digital tools and platforms for departmental efficiency.

Additional Responsibilities

• Manage and update contact databases, tracking VIP relations and correspondence.
• Build and maintain strong relationships with key stakeholders in the organization.
• Anticipate and prepare information for meetings, appointments, and presentations.
• Handle matters requiring attention or delegate appropriately in the executive’s absence.

In order to be successful in this role, you should have:

• Bachelor's degree or equivalent.
• 5-8 years job related experience and 3-4 years of experience supporting Senior Leaders/C-Level Executive.
• Proven experience as an Office Assistant or Manager
• Functional experience (for eg: HR) is an added advantage.
• Exceptional communication skills (verbal and written)
• English - Excellent verbal and written communication.
• Arabic - Good verbal and written communication is an added advantage.
• Project management knowledge is an added advantage.

If you are ready for your next challenge, apply now!