Executive Assistant

Alaan is an AI-powered expense management platform designed to simplify finance for businesses in the Middle East, helping them save both time and money. Our platform offers everything businesses need to manage and control their expenses in one place, including smart corporate cards, AI-powered automation and insights, streamlined accounting, and centralised dashboards.

Since 2022, over 800 businesses in the UAE—from startups to enterprises like Al Barari, Rove, Rivoli, Punjab National Bank, and CarSwitch—have used Alaan to control their spending and reduce costs. Together, our customers have saved over AED 100 million using Alaan.

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‍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.

Why Alaan Might Be the Place for You:

• Thrive in a flexible hybrid culture with ample work-life balance.
• Competitive salary and equity
• Contribute to building the Middle East’s most beloved fintech brand from the ground up.
• Benefit from a role with significant ownership and accountability.
• Participate in exciting offsite events.
• Enjoy additional perks like travel allowances, gym memberships, and more.