Executive Assistant to the CEO

About the Company:

Fluid Codes is an Elite Channel Partner of Ansys, part of Synopsys, and it is focused on engineering simulation software predominantly in the Middle East region. We empower engineering teams and product creators to innovate faster and smarter through high-fidelity simulation tools, expert-led training, and dedicated local support.

From early concept validation to final optimization, Fluid Codes helps organizations reduce time-to-market, improve product performance, cut costs and solve complex engineering challenges, guided by certified experts who understand both the technology and the specifics of the regional markets.

Fluid Codes' roots go back to 1997, when it started as an Ansys Fluent Channel Partner in UK, and since 2010 the focus has been expanded exclusively in Middle East and North Africa.

Job Summary:

We are seeking a highly organized, proactive, and reliable Executive Assistant to provide comprehensive administrative and executive support to the CEO while ensuring the smooth and efficient functioning of day-to-day office administration. The role requires excellent organizational skills, strong attention to detail, professional communication, and the ability to manage multiple priorities in a fast-paced business environment. The successful candidate will act as a key point of coordination between management, employees, clients, vendors, and external stakeholders.

Core Duties & Responsibilities:

1. Provide comprehensive executive support to the CEO, including daily coordination and follow-ups.

2. Manage calendars, appointments, meetings, and schedules, ensuring effective time management.

3. Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries.

4. Prepare correspondence, reports, meeting minutes, and other management documents.

5. Handle confidential and sensitive information with professionalism, discretion, and integrity.

6. Coordinate with internal departments, clients, vendors, consultants, and external stakeholders on behalf of management.

Administrative Duties & Responsibilities:

7. Oversee day-to-day office administration, including office supplies, facilities, maintenance, and service providers.

8. Manage contract and agreement renewals, including maintaining a renewal tracker, reviewing key commercial and contractual terms, highlighting expiry dates and obligations, and coordinating with relevant stakeholders for timely action.

9. Maintain accurate filing, records, documentation, and administrative trackers, ensuring information is organized and accessible.

10. Support the planning and coordination of company meetings, events, management activities, and special projects.

11. Manage employee health insurance additions and deletions, maintain accurate records, and coordinate timely updates with the insurance provider/broker.

12. Undertake ad hoc assignments and management projects, proactively identifying opportunities to improve administrative efficiency and workplace operations.

Required Qualifications & Experience

- Bachelor's degree or diploma in Business Administration, Management, Office Administration, or a related field.

- 5–8 years of relevant experience in Executive Assistance, Office Administration, or a similar role. UAE experience is preferred.

- Previous experience supporting senior executives or management is highly preferred.

- Experience with calendar management, travel coordination, meeting coordination, and document management.

- Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, etc.

- Proficient in using advanced AI tools and technologies