Designation - Executive Assistant
Location: UAE (based in-office)
Reports To: Regional Manager
Employment Type: Full-time
About the Role
We are looking for a sharp, highly organized, and proactive Executive Assistant to support senior leadership and help run day-to-day operations smoothly. This role goes beyond traditional scheduling — you will be a strategic partner who anticipates needs, manages priorities, drives follow-ups to closure, and keeps the office running efficiently. We need someone genuinely smart: a fast learner, an excellent communicator, and someone who can exercise sound judgment with minimal supervision.
Key Responsibilities
Calendar & Time Management
- Own and manage a complex, fast-changing calendar; proactively resolve scheduling conflicts and prioritize based on business impact.
- Coordinate meetings across time zones, including logistics, agendas, and pre-reads.
- Block focus time and protect the executive's time from low-priority distractions.
Priorities & Follow-Ups
- Track action items and commitments from meetings, calls, and emails; ensure nothing falls through the cracks.
- Maintain a running priority list and proactively nudge stakeholders to close open items on time.
- Prepare concise briefing notes ahead of meetings and summarize outcomes afterward.
Office & Administration Management
- Oversee day-to-day office operations — vendors, supplies, facilities, and general upkeep.
- Manage relationships with building management, service providers, and local authorities as needed.
- Support onboarding logistics for new hires (workstation, access, basic setup).
Documentation & Government/Corporate Submissions
- Manage document preparation, tracking, and timely submission for government, legal, banking, or corporate requirements (e.g., trade license renewals, visa processing, Ejari, Tasheel, Emirates ID, corporate filings — as applicable to the business).
- Maintain an organized, up-to-date filing system (digital and physical) for contracts, licenses, and official correspondence.
- Track renewal deadlines proactively and flag risks well in advance.
Communication & Coordination
- Draft, proofread, and manage correspondence on behalf of the executive.
- Act as a gatekeeper and point of contact for internal and external stakeholders, exercising discretion and professionalism at all times.
- Coordinate travel arrangements, itineraries, and visas when required.
What We're Looking For
- 3+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership.
- Based in the UAE, with working knowledge of local administrative/government processes (immigration, trade license, Ejari, etc.) strongly preferred.
- Exceptional organizational skills with the ability to juggle multiple priorities without dropping details.
- Sharp judgment — able to distinguish urgent from important, and to make sound calls independently.
- Excellent written and verbal English communication skills (Arabic is a plus).
- High proficiency with tools like Google Workspace/Microsoft Office, calendar management, and task-tracking systems (Notion, Asana, Trello, etc.).
- Discreet, trustworthy, and comfortable handling confidential information.
- A calm, solutions-oriented approach under pressure; low ego, high ownership.
- Bachelor's degree preferred but not mandatory if experience demonstrates strong capability.
Nice to Have
- Prior experience working with founders/executives in a startup or fast-paced environment.
- Experience managing PRO-related or government liaison tasks directly or via coordination with a PRO.
- A valid UAE driving license.
What Success Looks Like in This Role
- The executive's time is protected and spent on the highest-leverage activities.
- Nothing important is forgotten — follow-ups close on time, deadlines never surprise anyone.
- The office runs quietly and efficiently in the background.
- Document and compliance submissions are always ahead of deadline, never last-minute.
