Responsibilities & Duties
Executive Support:
- Manage complex calendars for respective VPs, including scheduling, rescheduling, prioritization, and conflict resolution.
- Arrange internal and external meetings, including preparing agendas, briefing packs, minutes, and follow-up actions.
- Coordinate travel arrangements, itineraries, visa applications, and logistics.
- Act as the primary administrative point of contact between executives and internal/external stakeholders.
Administrative & Operational Support:
- Prepare correspondence, executive summaries, letters, memos, and reports as required.
- Manage document formatting, proofreading, version control, and filing.
- Coordinate cross-department requests, ensuring timely response and completion.
- Assist in organizing department workshops, training sessions, and events.
- Handle confidential information with discretion and integrity.
- Support special projects under GRC and Legal
- Conduct basic research and compile briefing notes when requested.
Departmental & GRC Support:
- Support preparation, formatting, and filing of governance documents, including:
- Board Committee materials
- Department MIS
- registers and logs
- Assist with statutory filings, corporate secretarial documents, and regulatory submissions across UAE jurisdictions (DIFC, Ministries, DET, Notary, Land Departments, etc.).
- Assist with updating group trackers, registers, and dashboards (e.g., policy register, insurance tracker, risk register updates).
- Coordinate distribution and archiving controlled documents.
Legal Support:
- Maintain corporate records, PoA logs, license renewals, and entity management documents.
- Support coordination of contract execution, circulation, notarization, and document management.
- Track and follow up on legal workflows, deadlines, and renewal calendars.
Communication & Stakeholder Coordination:
- Liaise with internal departments (HR, Finance, Procurement, Operations, Projects, etc.) on behalf of respective functions.
- Support external communications with regulators, law firms, insurers, and consultants.
- Maintain stakeholder contact lists, trackers, and meeting follow-up logs.
Qualifications & Experience
- Bachelor's degree in Business Administration, Law, Governance, or related field preferred.
- Minimum 5 years experience as an Team Assistant, Legal Assistant, or similar role.
- Experience supporting senior executives, preferably in legal, governance, corporate affairs, or financial services environments.
- Experience in Dubai Real Estate sector is advantageous.
- Strong understanding of corporate governance, legal documentation, or regulatory processes in the UAE is advantageous.
