Executive Assistant – ITP Luxury Group

ITP Media Group reaches an audience of more than 104.6 million people across the Middle East and beyond through its leading websites, portals, social media platforms, events, conferences, award ceremonies, magazines, books and social media influencers agency. We are one of the largest media companies in the Middle East, with a portfolio of more than 40 brands. ITP Luxury Group sits at the heart of this portfolio, home to prestige titles and premium lifestyle content across the region.

The successful candidate will provide dedicated support to the Managing Director of ITP Luxury Group, playing a key role in ensuring seamless operations at the most senior level of the business. Given the nature of this role, the ideal candidate will bring a polished, professional presence and genuine familiarity with the luxury sector, as they will regularly represent the Managing Director in meetings and interactions with high-profile brand partners. Beyond the core EA skill set, we're looking for someone who can develop a strong understanding of the Managing Director's working style and priorities, allowing them to operate with a high degree of autonomy and ensure operations run smoothly, particularly while the Managing Director is travelling or occupied with high-priority matters.

Key Responsibilities

The Executive Assistant will primarily be responsible for but not limited to the following

• Manage the Managing Director's calendar, schedule meetings and produce agendas
• Take meeting action points and proactively follow up with the senior management team, flagging any matters that may have been overlooked
• Book travel and prepare complex travel itineraries, including arrangement of flights, accommodation, visas and transfers, with the ability to accommodate frequent or last-minute changes
• Represent the Managing Director professionally in meetings and correspondence with premium brand partners, maintaining the standard of presentation and discretion expected in these relationships
• Maintain a high level of awareness of internal priorities and anticipate support required in advance, ensuring smooth operations when the Managing Director is travelling or unavailable
• Develop a strong working understanding of the Managing Director's priorities, preferences and working style, enabling proactive and autonomous support
• Develop and maintain a comprehensive knowledge of the company and the luxury industry landscape, providing excellent support to the Managing Director
• Review and proofread contracts and key documents for accuracy prior to signature
• Conduct research into relevant laws, regulations and compliance matters as required to support decision-making
• Manage the Managing Director's expenses and petty cash
• General admin support including drafting letters, emails, reports, bill payments
• Conduct ad hoc comprehensive research, including on luxury industry trends and partner brands
• Attend high profile events and brand engagements as requested by the Managing Director
• Build relations with key internal staff and external brand contacts in order to glean updates and data quickly upon request
• Support ad-hoc projects requested by the Managing Director

What You'll Bring

• Polished, professional presentation with the confidence and gravitas to represent the Managing Director in front of senior brand partners
• Genuine interest in and knowledge of the luxury sector and its key players
• Strong judgement and initiative, with the ability to anticipate requirements and identify details others may overlook
• Proficient in proofreading contracts and legal documents with a high degree of accuracy
• Comfortable conducting research into legal and regulatory matters
• Willingness to manage complex and changing travel arrangements
• Proficiency in MS Office (MS Word and MS Excel)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Ability to take initiative and be proactive
• Ability to handle confidential information with discretion
• Flexible schedule to accommodate occasional evening and weekend hours

Qualifications & Experience

• 4+ years of experience in a similar position, ideally within luxury, fashion or premium lifestyle sectors
• Min. High School Diploma/GCSE