Admin & Operations Executive

INDEX Media is looking for a highly organised and proactive Operations Executive to support the day-to-day operations of the business while also providing direct administrative and coordination support to the CEO.

The ideal candidate will be someone who is well-organised, responsible, hands-on and able to manage multiple priorities in a fast-paced media environment. The role requires strong coordination skills, attention to detail and the ability to work closely with internal teams, clients, suppliers and management

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Key Responsibilities

Operations & Administration

• Support the smooth day-to-day operations of INDEX Media.
• Coordinate with internal teams, clients, suppliers and external service providers.
• Assist in coordinating projects, assignments, meetings and operational requirements.
• Prepare and maintain reports, trackers, documents and other operational records.
• Follow up on pending tasks, approvals, deliverables and timelines to ensure things are completed on time.
• Assist with quotations, purchase requests, invoices and other operational documentation.
• Maintain organised records of company and project-related documents.
• Identify operational issues and coordinate with the relevant teams to resolve them.
• Support the team with general administrative and operational requirements as needed.

Executive / PA Support to the CEO

• Provide day-to-day administrative and organisational support to the CEO.
• Manage and coordinate the CEO’s calendar, meetings and appointments.
• Schedule meetings and coordinate with internal and external stakeholders.
• Follow up on action points and ensure important tasks are tracked and completed.
• Handle correspondence, communications and other administrative matters on behalf of the CEO when required.
• Maintain confidentiality when handling sensitive company and executive-level information.

Requirements

• Bachelor’s degree in Business Administration, Management, Operations, or a related field .
• 2–4 years of experience in operations, administration, coordination or a similar role.
• Experience supporting senior management or working as a PA/Executive Assistant will be an advantage.
• Strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• Strong follow-up skills with the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office, particularly Excel, Word and PowerPoint .
• Ability to work independently and take initiative.
• Ability to work in a fast-paced environment and handle changing priorities.
• UAE experience is preferred.