Alaan is in the process of making spend management and corporate expenses easy in the $3 Trillion+ Middle Eastern B2B payments market by bringing its product offering to high-growth companies and small businesses alike. These are often companies that are often overlooked by large banks and hence Alaan is here to serve them and make their lives simpler and aid their growth with our corporate cards and free-to-use expense management platform and is currently the leading player in the market.We aim to be a world-class brand serving the SMEs of the region by bringing Alaan into their lives and aiding in growing their businesses.

‍Overview:

As the Executive Assistant to the Founders, you will play a pivotal role in ensuring the smooth operation of the executive office. This position requires a proactive, detail-oriented individual who can manage a variety of tasks with efficiency and professionalism.

Responsibilities:

Executive Support:

• Manage and maintain the founders' calendars, including scheduling appointments, meetings, and travel arrangements.
• Coordinate and prepare materials for meetings, presentations, and reports.
• Assist with email management, correspondence, and follow-ups.
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages.

Office Management:

• Ensure office efficiency by maintaining office areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested.
• Manage all aspects of space/infrastructure planning (e.g., moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
• Help and support leadership and staff in the execution of assigned tasks, ensuring smooth operations and timely completion.
• Support business visitors and employees visiting the Dubai Office as needed
• Organize and coordinate office events, such as team-building activities, holiday parties, and company celebrations.
• Manage event budgets, vendors, and logistics to ensure successful execution.
• Assist in planning and coordinating marketing events for customers, including webinars, product launches, and promotional activities.
• Ensure event logistics are executed flawlessly including manage event invitations, RSVPs, and attendee communications.
• Assist in maintaining a positive and engaging office culture through event planning and coordination.

Required Skills and Qualifications:

• Adaptable and flexible in a dynamic startup environment.
• Strong multitasking, time management, and organizational abilities.
• Excellent communication and interpersonal skills for building positive relationships.
• Proficient with office software (e.g., Microsoft Office, Google Workspace) and quick to learn new technologies.
• Proactive problem-solving skills, with attention to detail and resourcefulness.
• Ability to maintain confidentiality and support leadership and staff effectively.