Executive Assistant

Department: Administration

Reporting To: Managing Director

Work Location: Dubais Office

Version: 2025.11

Role Description

The Executive Assistant provides high-level administrative and operational support to the TMC Department, ensuring smooth workflow, efficient coordination, and timely execution of tasks. The role requires strong organizational capabilities, professionalism, discretion, and effective communication while supporting departmental operations, documentation, and client interactions.

Key Responsibilities

• Schedule and coordinate meetings, appointments, and travel arrangements for the General Manager or Executive Director, ensuring effective time management.
• Act as the primary point of contact between the executive and internal/external stakeholders, handling phone calls, emails, and correspondence with professionalism and discretion.
• Prepare agendas, organize meeting logistics, and take detailed minutes during meetings. Ensure follow-up on action items and deadlines.
• Draft, review, and proofread reports, presentations, and correspondence. Maintain and organize important documents and files.
• Coordinate and book travel arrangements, including flights, accommodations, and transportation, ensuring all travel needs are met.
• Provide general administrative support, including handling office supplies, maintaining office equipment, and managing office systems.
• Assist with special projects and initiatives as assigned, providing support in research, data analysis, and project management.
• Handle sensitive information and confidential matters with the highest level of discretion and professionalism.
• Organize and manage company events, meetings, and functions, including logistical planning and coordination.
• Process expense reports, invoices, and reimbursements, ensuring accuracy and compliance with company policies.
• Build and maintain positive relationships with clients, partners, and other stakeholders on behalf of the executive.
• Oversee daily office operations, including greeting visitors, managing mail, and ensuring a clean and organized work environment.

Qualifications

• Minimum of 3 years of experience as an Executive Assistant, Administrative Assistant, or similar role.
• Strong organizational skills with high attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office and general office management tools.
• Ability to multitask in a fast-paced environment and handle confidential information professionally.
• Experience in travel, visa, or ticketing processes is considered an advantage.

Equal Opportunity Employment

At Guarantee Travel Group, we are committed to fostering an inclusive and diverse workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, disability, or any other legally protected status. We believe that diverse perspectives and experiences enrich our company and drive innovation.