Assistant Operations Executive

Job Purpose

The Assistant / Operations Executive will directly support the Co-Chairmans Office, ensuring smooth communication, coordination, and follow-up across Milele Developments and Milele Foods. The role requires a highly organized and proactive professional who can handle day-to-day communication (emails, Microsoft Teams, WhatsApp, and other channels), coordinate with internal departments, and liaise with external stakeholders. This individual will act as an extension of the Co-Chairmans Office to ensure that tasks are executed efficiently, information is clearly relayed, and priorities are met on time.

Duties and Responsibilities (Generic) of the position

Key Responsibilities

1. Communication Management

• Draft, review, and send emails, Teams messages, and WhatsApp communications on behalf of the Co-Chairmans Office.
• Act as the first point of contact for both internal teams and external partners, ensuring professional, timely, and accurate communication.
• Maintain confidentiality and discretion in all correspondence.
• Ensure consistency and clarity in tone, formatting, and message delivery.

2. Internal Coordination

• Relay instructions and updates from the Co-Chairmans Office to relevant teams (e.g., Operations, HR, Marketing, Finance, Projects).
• Follow up with departments to ensure timely progress and completion of assigned tasks.
• Maintain a centralized log of instructions, tasks, and deadlines, updating the Co-Chairman regularly.

3. External Liaison

• Handle communication with vendors, partners, consultants, and clients on behalf of the Co-Chairmans Office.
• Assist in preparing formal communications (letters, proposals, meeting follow-ups) for external stakeholders.
• Schedule and coordinate external meetings, calls, and online sessions.

4. Documentation & Reporting

• Organize and maintain records of all communications, ensuring proper archiving and accessibility.
• Summarize long communication threads into concise action points for the Co-Chairman.
• Prepare weekly communication and task-tracking reports for management review.

5. Meeting & Task Support

• Assist in preparing agendas, briefing notes, and follow-ups for meetings.
• Capture meeting minutes and circulate action points to the concerned teams.
• Track assigned deliverables, send reminders, and escalate delays when necessary.

6. Administrative & Operational Support

• Assist with drafting SOPs, workflows, and templates for communication efficiency.
• Support coordination across Milele Developments and Milele Foods for cross-functional projects.
• Handle urgent communication on weekends/after-hours if critical (flexibility required).
  
  Skills required at fulfill the position
  Qualifications & Skills
  
  • Bachelors degree in Business Administration, Communications, or a related field.
    
  • 2 to 4 years of experience in executive assistance, operations coordination, or corporate communications.
    
  • Strong written and verbal communication skills in English (Arabic is a plus).
    
  • High proficiency in MS Office, Microsoft Teams, and professional email etiquette.
    
  • Ability to manage WhatsApp and other informal communication channels in a professional capacity.
    
  • Excellent organizational and multitasking abilities with attention to detail.
    
  • Ability to work under pressure, prioritize tasks, and maintain confidentiality.
    
  Key Competencies
  
  • Proactive & Reliable: Anticipates needs, minimizes oversight required.
    
  • Strong Follow-up Skills: Ensures no task or instruction is left unattended.
    
  • Communication Clarity: Able to translate complex instructions into clear, actionable messages.
    
  • Confidentiality & Professionalism: Handles sensitive information with utmost discretion.
    
  • Adaptability: Comfortable switching between Milele Developments (real estate projects) and Milele Foods (F&B business) priorities.
    
  Reporting Line
  
  • Reports directly to: Co-Chairmans Office (Executive Assistant / Business Support)
    
  • Works closely with: Department Heads (Operations, HR, Marketing, Finance, Projects)