Description
We are seeking an experienced Executive Assistant to provide high-quality executive, operational, and administrative support to senior leaders based in Dubai.
The successful candidate will act as a trusted partner, helping leaders manage competing priorities, maintain an effective operating rhythm, and coordinate engagement across CEMEA markets and global teams.
Key Responsibilities
- Manage complex executive calendars, travel arrangements, and meeting priorities across multiple time zones.
- Serve as a trusted point of contact for internal and external stakeholders, handling sensitive matters with professionalism, discretion, and sound judgment.
- Coordinate leadership meetings, operating reviews, strategic planning sessions, client engagements, offsites, and team events, including logistics, materials, agendas, and follow-up actions.
- Prepare presentations, reports, briefing materials, correspondence, and business communications for executive audiences.
- Maintain visibility of key leadership commitments, business priorities, deadlines, and action items, ensuring timely follow-through and execution.
- Facilitate effective communication and coordination between senior leaders, their teams, and stakeholders across CEMEA and global functions.
- Support onboarding and transition activities for new leaders and team members.
- Coordinate cross-functional projects and business initiatives, tracking priorities, risks, dependencies, and deadlines.
- Leverage approved AI-enabled and digital productivity tools to improve meeting preparation, document development, workflow management, and information synthesis.
- Identify opportunities to simplify, standardize, and automate recurring administrative and operational processes.
- Coordinate complex domestic and international travel, including itineraries, visas, accommodations, transportation, and travel documentation.
- Support UAE immigration-related activities where business assistance is required.
- Organize leadership offsites, conferences, client events, corporate hospitality activities, and team engagements, including vendor coordination and compliance requirements.
- Manage executive expenses, purchase orders, invoices, supplier onboarding, contracts, and other administrative processes in accordance with company policies.
- Support budget tracking, reporting, documentation management, and governance requirements.
- Conduct research, prepare summaries and recommendations, and provide support on special projects and strategic initiatives as required.
- Partner with Executive Assistants and administrative professionals across the organization to ensure seamless support and coverage.
Qualifications
- Minimum 7 years of experience in an Executive Assistant, Administrative Assistant, Business Operations, or similar support role, preferably within a multinational or highly matrixed organization.
- Proven experience supporting Vice President-level or other senior leaders in a fast-paced and complex environment.
- Demonstrated ability to manage complex calendars, international travel, multiple priorities, and competing deadlines.
- Strong organizational, prioritization, stakeholder management, and communication skills.
- Proven ability to handle highly confidential information with discretion and professionalism.
- Proactive, resourceful, and solutions-oriented, with strong judgment and the ability to anticipate business needs.
- Experience coordinating across multiple countries, cultures, functions, and time zones.
- Excellent written and verbal English communication skills.
- Strong interpersonal skills with the ability to build trusted relationships across all levels of the organization.
- Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, Word, and SharePoint.
- Experience using AI-enabled productivity tools to support research, drafting, meeting preparation, workflow improvement, and collaboration.
- Familiarity with travel, expense, procurement, budgeting, and supplier management systems.
- Bachelor's degree or equivalent professional experience preferred.
- Experience supporting teams within the CEMEA region is an advantage.