Admin Assistant -- Sharjah

Confidential

AED Less than 2,000 per month

Al Khan, Sharjah, UAE

Full Time

1-2 Years

Female

High-School / Secondary

Posted 5 days ago

Job Details

# Executive Business Assistant
### Business Development & Operations

We are looking for a proactive, highly organized, and fluent English-speaking **Executive Business Assistant** to support the Founder and work closely alongside an existing Personal Assistant.

This is a broad, hands-on position combining executive support, business development, external coordination, sales and marketing support, procurement, project coordination, and administration.

We are looking for someone who is not only highly organized but also confident in communicating with clients, business partners, and suppliers. The ideal candidate takes ownership, follows through, and knows how to get things done.

## Key Responsibilities

### Executive & Business Support

- Prepare meeting notes, summaries, correspondence, follow-up materials, and business documents.
- Coordinate meetings, schedules, priorities, and action items.
- Follow up on decisions and ensure agreed tasks are completed on time.

### External Coordination

- Communicate professionally with clients, business partners, suppliers, and other stakeholders.
- Arrange meetings, make calls, and follow up on behalf of management.
- Maintain clear and timely communication with all relevant parties.

### Business Development & Sales Support

- Assist with prospecting, client follow-ups, and identifying business opportunities.
- Support the management of sales pipelines and ongoing commercial discussions.
- Maintain accurate client and contact databases.

### Marketing & Presentations

- Prepare company profiles, proposals, PowerPoint presentations, and other business or marketing materials.
- Support the planning and coordination of events, exhibitions, and business meetings.

### Procurement & Vendor Management

- Identify and evaluate suitable suppliers.
- Obtain and compare quotations.
- Negotiate pricing and terms where appropriate.
- Coordinate purchasing, deliveries, and ongoing vendor relationships.

### Project Coordination

- Maintain project trackers, timelines, and action lists.
- Coordinate with relevant parties and monitor progress.
- Ensure agreed actions and deliverables are completed on schedule.

### Reporting & Data Organization

- Maintain Excel trackers and organize business information.
- Prepare clear summaries and basic management reports.
- Keep records and project information accurate and up to date.

### Administration

- Support contracts, invoices, documentation, filing, and other day-to-day business requirements.
- Maintain organized and confidential business records.

### AI & Research

- Use AI and productivity tools to conduct research, summarize information, and prepare business materials.
- Identify opportunities to improve working efficiency through technology and better processes.

## Qualifications & Requirements

- Fluent English with strong written and verbal communication skills; Chinese is an advantage.
- Excellent organizational, prioritization, and follow-through skills.
- A strong sense of responsibility, initiative, and ownership.
- Preferably 1–3 years of experience in an Executive Assistant, Personal Assistant, business support, coordination, or sales support role.
- Outstanding fresh graduates with excellent communication skills and a high level of responsibility are also welcome to apply.
- Proficient in Excel and PowerPoint, with the ability to organize and summarize information clearly.
- Confident and professional when communicating with clients, partners, suppliers, and other external stakeholders.
- Reliable, discreet, and professional when handling confidential information.
- Familiarity with modern AI and productivity tools, such as ChatGPT and Notion, is preferred.
- Exposure to business, consulting, finance, sales, or entrepreneurial environments is an advantage.
- Able to work independently and adapt to a fast-paced, entrepreneurial environment.

Most importantly, we value a **positive attitude, strong learning ability, initiative, and a genuine “get things done” mindset.**

## The Opportunity

This is not purely an administrative or secretarial role.

You will work closely with the Founder and gain exposure to different businesses, projects, clients, and senior stakeholders.

For the right candidate, this position offers the opportunity to learn quickly, take on increasing responsibility, and grow from an Executive Business Assistant into a broader **business management or business development role**.

Language

Other, English

Nationality

Any

Company Size

1-10