Company Description - At Bluestream we believe in the power of Enhancing Urban Environments. Every product we design and manufacture is destined to make the human environment better. We live, breathe and spread our values - Change, Empathy, Integrity, Empowerment and Growth. You will feel these the moment you walk into our office. Our brand promises are quality at the highest level, on time delivery and bespoke solutions. This is what makes us a strongly favored partner of leading institutional clients in the region including Dubai Municipality, Emaar, Nakheel, Neom, MAF Retail and more. Everything we offer is designed and manufactured inhouse at our premises in National Industries Park, near DWC Airport, Jebel Ali. We work in 5 main verticals - Waste management systems, Street Furniture Elements, Architectural Design Elements, Play Systems, Nord Automated Waste Collection System. We work with 6 main types of materials: steel, stainless steel, granite, GRP, timber, aluminum. For sustainability projects we focus on aluminum (100% recyclable) + Bamboo and Coconut Timber as raw materials.

We are a 25-year-old firm with up to 100 employees (remote and on site). We practice SCRUM, have a pan org learning program, use Topgrading methodology for hiring, quarterly offsites and several best practices in org design and culture. If you are looking for a fast paced, startup culture with a focus on growth and impact, give us a shot.

Mission - The Executive Assistant will report to the Directors of the firm. The mission of the role is to provide the seamless administrative support and enhancing the overall efficiency of executive operations within the firm. The incumbent will be responsible for meticulously managing the director's calendar, ensuring optimal allocation of time to strategic priorities and minimizing scheduling conflicts. Communication is one of the key responsibilities, encompassing effective liaison with internal and external stakeholders, timely responses to emails and messages, and the maintenance of utmost confidentiality in handling sensitive information. This role is dedicated towards enhancing the director's effectiveness, enabling them to focus on strategic objectives and driving the firm towards continued success.

Key Criteria/Requirements - 

•     Minimum 5 years of relevant administrative or executive support experience, preferrable working for a CXO and equivalent

•     Bachelors’ degree in Secretarial/Office management or equivalent from a reputable college preferred

•     Job stability required (minimum 3-4 years in one organization)

•     Excellent Follow up skills - Timely execution of tasks and projects by following up on action items and coordinating with relevant stakeholders

•     Calendar Management - Manage the directors’ calendar, schedule appointments, meetings, and ensure time is optimized for strategic priorities

•     Strong command in the working language (English); Well versed with shorthand

•     Meeting Preparation - Prepare agendas, materials, and presentations for directors’ meetings. Attend meetings, take minutes, and follow up on action items

•     Office Management/Administrative assistance - Oversee general office operations, including maintaining supplies, equipment, and ensuring a well-organized and efficient work environment

•     Travel Coordination - Arrange and coordinate the directors’ travel & accommodation; Prepare travel itineraries at least a week prior to the scheduled travel

•     Proactive/Self-starter and flexible to assist with the directors in their tasks

•     Experience with startup/ growth company with ability to thrive in matrix environments & adept at building relationships with different stakeholders

Measurable Accountabilities -