Remote Executive Assistant

5 days ago

القاهرة, Egypt Smartt-AI Full time

**About Us**:
Smartt AI FZ LLC is an innovative technology company at the forefront of artificial intelligence solutions. We are dedicated to advancing AI-powered tools that help businesses optimize their processes and enhance decision-making. We are looking for an organized, proactive, and detail-oriented Executive Assistant to support our founder. This role offers an exciting opportunity to work closely with leadership in a dynamic, fast-paced environment.

**Position Overview**:
**Key Responsibilities**:

- **Reporting & Documentation Management**:

- Collect, organize, and track reports from the team to ensure timely delivery.
- Assist in drafting and maintaining a structured and consistent reporting format for internal and external communications.
- Monitor and review reports for any discrepancies, and escalate issues when necessary.
- **Client & Vendor Communication**:

- Proactively follow up with clients to ensure smooth and professional communication.
- Assist in handling communications with vendors, ensuring timely responses and resolutions.
- Manage scheduling and appointments, ensuring all meetings are organized and properly documented.
- **Scheduling & Calendar Management**:

- Coordinate and schedule meetings, conferences, and appointments for the founder.
- Manage and prioritize the founder’s calendar, ensuring an efficient use of time and minimizing scheduling conflicts.
- Ensure that all logistics and necessary preparations for meetings are in place (e.g., agenda, meeting materials).
- **Task Management & Workflow Organization**:

- Help structure workflows and prioritize tasks for the founder, filtering distractions and ensuring high-priority tasks are completed first.
- Maintain and organize to-do lists and reminders for important tasks and deadlines.
- Provide administrative support to ensure the smooth running of day-to-day activities.
- **Report Analysis & Insights**:

- Assist in tracking and reviewing monthly reports, providing key takeaways and actionable insights.
- Help analyze data to identify areas for improvement and support strategic decision-making.

**Preferred Qualifications & Skills**:

- **Organizational Skills**: Exceptional organizational and time-management abilities with an ability to handle multiple projects simultaneously.
- **Proactive & Assertive**: Able to take initiative, manage tasks independently, and proactively remind the founder of key activities.
- **Strong Communication**: Effective written and verbal communication skills, with the ability to maintain a conversational yet professional tone.
- **Tech-Savvy**: Proficient in using AI tools, automation, spreadsheets, and other productivity tools (experience with Google Suite, Microsoft Office, and project management software is a plus).
- **Vendor & Client Management**: Experience in managing communications with clients and vendors in a professional manner.
- **Time Zone Flexibility**: Comfortable working across different time zones, ideally within ±3 hours of Dubai time.
- **Attention to Detail**: Ability to manage complex tasks while maintaining a high level of accuracy and attention to detail.
- **Experience**: Proven experience in an executive assistant or similar administrative support role.

**Why Join Smartt AI?**
- **Innovative Environment**: Work at the cutting edge of artificial intelligence, contributing to groundbreaking solutions that impact businesses globally.
- **Dynamic Team**: Join a growing team of passionate professionals who thrive in a fast-paced, collaborative environment.
- **Growth Opportunities**: Be part of an exciting company with ample opportunities for professional growth and career advancement.

Pay: E£10,000.00 - E£15,000.00 per month

**Education**:

- Bachelor's (required)

**Experience**:

- Executive Assistance: 2 years (required)

**Language**:

- English (required)

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