Executive Assistant - ME Expansion

Position overview

Executive support

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare agendas and meeting materials, document minutes, track action items, and follow up on deliverables.
• Plan virtual and in-person meetings and events, handling logistics, venues, activities, and catering.
• Maintain email aliases, distribution lists, shared directories, and permissions; coordinate with other executive assistants on scheduling and events.
• Create presentations, regional communications, and organization charts; act as a gatekeeper and Dubai office contact.
• Use the AXS portal for salary and employment letters, audited financial statements, establishment card and trade license renewals, and submission follow-up.
• Administer regional subscriptions, user lists, payments, and renewals.
• Coordinate Saudi Arabia requirements, including visa invitation letters and coordination on zakat, municipality, and other certificates.

HR and contingent workforce

• Support employment contracts, confidential employee records, salary letters, public holiday records in Workday, HR policy updates, and medical insurance.
• Coordinate home-flight tickets with the Travel Manager and corporate travel agency and track costs.
• Coordinate staffing orders and contracts with outsourcing teams and ensure local compliance.
• Raise purchase orders, verify invoices, process contingent workforce payments, track approved costs and compensation updates, and liaise with hiring agencies.

Procurement and finance

• Use Supplier Central to raise purchase orders, onboard vendors, and track approvals, orders, and invoices.
• Support departmental purchases, vendor management, PC tracking, and asset management.
• Coordinate telecom and mobile contract renewals, mobile phone orders, payments, and device and user tracking.
• Work with Finance and Accounts Payable to pay department bills, track operating expenses, support budgets, and submit payments on time.
• Support the tax team in obtaining and submitting signed finance reports.

Minimum qualifications

• Bachelor’s degree in business administration, HR, or a related field.
• 6+ years supporting senior executives in a fast-paced, multinational environment.
• Strong time management, organization, multitasking, communication, and deadline management; able to work under pressure and adapt to change.
• Proficiency in Microsoft Office Suite, Zoom, Microsoft Teams, and Microsoft SharePoint.
• Strong written and verbal English communication; Arabic is a plus.
• Willing and able to travel locally and internationally as needed, and occasionally work outside normal business hours.
• Discretion and experience handling sensitive, confidential information.

Ideal candidate

• Takes initiative, works well with minimal supervision, and adapts quickly to changing environments.
• Manages complex projects independently and collaboratively and builds positive relationships across levels and geographies.
• Is highly organized, detail-driven, and capable of handling multiple responsibilities.

Onboarding

• The role may require in-person onboarding and/or in-person identity verification.