Executive Assistant

Job Summary

We are seeking a highly organised, proactive, and discreet Executive Assistant to provide high-level administrative and strategic support to the CEO and other C-suite executives. The role involves managing executive schedules, coordinating business operations, overseeing strategic projects, tracking key initiatives, and ensuring the effective execution of management priorities.

The ideal candidate will have excellent organisational and communication skills, strong project management capabilities, and the ability to handle confidential information while managing multiple priorities in a fast-paced business environment. Experience working with senior leadership and coordinating cross-functional projects across multiple departments or locations is highly desirable.

Key Responsibilities

• Executive Support
• Provide comprehensive administrative and operational support to the CEO and C-suite executives.
• Manage executive calendars, appointments, meetings, business travel, accommodation, and itineraries.
• Prepare meeting agendas, presentations, reports, briefing notes, and minutes of meetings.
• Coordinate internal and external meetings with senior stakeholders, clients, business partners, and government representatives.
• Monitor executive priorities, follow up on pending actions, and ensure timely completion of commitments.
• Handle confidential documents, business correspondence, and sensitive information with the highest level of discretion.
• C-Suite Project Management & Strategic Initiatives
• Coordinate and manage strategic projects assigned by the CEO and other C-suite executives, ensuring alignment with business objectives.
• Develop project plans, timelines, milestones, deliverables, and responsibility matrices.
• Coordinate with department heads and cross-functional teams to ensure projects progress according to agreed timelines.
• Track project status, identify delays and potential risks, and escalate issues to senior management when required.
• Prepare project progress reports, executive dashboards, presentations, and management updates.
• Follow up on action items arising from executive meetings and ensure accountability among stakeholders.
• Support the implementation of new business initiatives, organisational changes, process improvements, and expansion projects.
• Maintain a centralised tracker for strategic initiatives, management decisions, and outstanding deliverables.
• Ensure effective communication between the executive office and relevant departments to facilitate timely decision-making and execution.
• Business Operations & Coordination
• Act as a key liaison between the executive office, department heads, employees, clients, and external stakeholders.
• Coordinate cross-departmental activities and ensure alignment on business priorities.
• Support the preparation of annual business plans, operational reports, and departmental performance reviews.
• Monitor deadlines, approvals, and deliverables requiring executive attention.
• Identify opportunities to improve administrative workflows, reporting processes, and operational efficiency.
• Assist in coordinating business expansion activities, new office setups, and other management-led initiatives.
• Meetings, Reporting & Documentation
• Organise executive leadership meetings, board meetings, management reviews, and strategic planning sessions.
• Prepare presentations, meeting packs, briefing documents, and executive summaries.
• Record key decisions, action points, assigned responsibilities, and deadlines.
• Maintain accurate records of management decisions, contracts, reports, and confidential correspondence.
• Follow up with stakeholders to ensure agreed actions are completed within the specified timelines.
• Support the preparation of business performance reports and presentations for internal and external stakeholders.
• Stakeholder & Relationship Management
• Maintain professional relationships with internal teams, clients, suppliers, business partners, and external advisors.
• Coordinate executive communications and ensure timely responses to important requests.
• Support client meetings, business events, conferences, and corporate engagements.
• Represent the executive office professionally when coordinating with stakeholders.
• Handle sensitive matters diplomatically and maintain confidentiality in all business interactions.
• Travel, Events & Logistics
• Arrange domestic and international business travel, including flights, accommodation, transport, visas, and travel documentation.
• Coordinate executive participation in conferences, business meetings, exhibitions, and corporate events.
• Manage travel expenses, expense reports, invoices, and related administrative records.
• Ensure all travel and event arrangements are completed accurately and within approved budgets.
• Administrative & Compliance Support
• Assist with preparing, reviewing, and organising business correspondence, agreements, and official documentation.
• Coordinate with HR, Finance, Legal, and Administration on matters requiring executive approval.
• Maintain appropriate document control and secure filing systems.
• Support compliance with company policies, approval procedures, and applicable UAE requirements.
• Perform additional responsibilities and special assignments as directed by the CEO or C-suite executives.
  
  

• Bachelor's degree in Business Administration, Management, Project Management, or a related field.
• Minimum 5–8 years of experience in executive assistance, senior administration, business operations, or project coordination.
• Previous experience supporting a CEO, Managing Director, or C-suite executive is strongly preferred.
• Demonstrated experience coordinating or managing strategic projects involving multiple departments.
• Experience preparing executive presentations, management reports, project trackers, and business documentation.
• Strong understanding of project management principles, business operations, and stakeholder coordination.
• Experience working in a multinational or multi-branch organisation is an advantage.
• UAE work experience is preferred.
  
  

• Excellent written and verbal communication skills in English.
• Strong project coordination, planning, and organisational abilities.
• Advanced proficiency in Microsoft Office, particularly Excel, PowerPoint, Word, and Outlook.
• Familiarity with project management tools such as Microsoft Planner, Asana, Trello, or similar platforms.
• Strong analytical, problem-solving, and follow-up skills.
• Ability to manage multiple priorities and meet tight deadlines.
• High levels of professionalism, discretion, confidentiality, and integrity.
• Confidence in communicating with senior executives and department heads.
• Ability to work independently, anticipate executive needs, and take initiative.
• Flexibility to support urgent business requirements and changing priorities.
  
  

• Monday to Friday: Night Shift
• 6th day: Based on need, managed fairly based on priorities and urgency
• Please note that only candidates who are currently reside in the UAE is eligible to apply ***
  
  

• Linguistic Mastery: Native-level fluency in English. You must be able to build rapport and sound natural.
• US Shift Alignment: Ability to work US business hours (night shift) from our Dubai office.