Executive Assistant

Role overview

Executive support and projects

• Manage calendars, appointments, meetings, business travel, accommodation, and itineraries.
• Prepare agendas, presentations, reports, briefing notes, and meeting minutes; coordinate meetings with internal and external stakeholders.
• Track executive priorities, actions, commitments, project timelines, milestones, risks, and deliverables; escalate issues as needed.
• Coordinate cross-functional strategic initiatives, business plans, operational reports, performance reviews, process improvements, and expansion activities.

Operations, meetings, and stakeholders

• Organize leadership meetings, board meetings, management reviews, and strategic planning sessions; record decisions, responsibilities, and deadlines.
• Maintain decision, initiative, contract, report, and correspondence records; follow up with stakeholders on agreed actions.
• Liaise with departments, clients, suppliers, partners, and external advisors; coordinate executive communications and business events.
• Arrange domestic and international travel, including flights, accommodation, transport, visas, and documentation; manage related expenses and records.

Administration and compliance

• Assist with business correspondence, agreements, official documentation, secure filing, and document control.
• Coordinate with HR, Finance, Legal, and Administration on matters requiring executive approval; support company policies and applicable UAE requirements.

Qualifications and experience

• Bachelor’s degree in Business Administration, Management, Project Management, or a related field.
• 5–8 years of experience in executive assistance, senior administration, business operations, or project coordination.
• CEO, Managing Director, or C-suite support experience is strongly preferred; multinational or multi-branch experience and UAE work experience are advantages.
• Experience coordinating strategic cross-department projects and preparing executive presentations, reports, trackers, and business documentation.

Skills and work schedule

• Advanced Microsoft Office skills, particularly Excel, PowerPoint, Word, and Outlook; familiarity with Microsoft Planner, Asana, Trello, or similar tools is preferred.
• Native-level English fluency is required, along with strong organization, communication, planning, analysis, follow-up, discretion, and stakeholder coordination.
• Work Monday to Friday on a night shift aligned with US business hours from the Dubai office; a sixth day may be needed based on business priorities.