Executive Assistant cum Administrator

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
cum Administrator 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