Personal Assistant to Canadian Managing Director
Location: Dubai, UAE preferred
Work Arrangement: Full-time, work from home
Reporting to: Senior Executive / Business Owner
About the Role
We are looking for a highly experienced, mature, organized, and proactive Personal Assistant to support a senior Canadian executive who travels extensively with both professional and personal administrative responsibilities.
The ideal candidate will be based in Dubai or elsewhere in the UAE, have at least 5 years of experience supporting a senior executive, and be comfortable working independently from home in a fast-paced environment. This role requires excellent English communication skills, strong MS Office and Google Docs capabilities, good knowledge of UAE business and government processes, and the confidence to follow up firmly yet professionally with suppliers, service providers, government departments, banks, clients, and internal team members.
This is a trusted role requiring discretion, reliability, common sense, initiative, and strong judgment. If you have experience in the digital marketing industry, even better.
Key Responsibilities
Executive & Business Support
- Manage the executive's daily calendar, appointments, meetings, and reminders.
- Coordinate business meetings, calls, travel arrangements, hotel bookings, transport, and itineraries.
- Prepare, edit, and format documents, letters, proposals, reports, presentations, and spreadsheets.
- Handle email management, follow-ups, filing, and business correspondence when required.
- Track important deadlines, renewals, payments, submissions, and pending tasks.
- Liaise with clients, partners, suppliers, government departments, banks, accountants, lawyers, and other professional contacts.
- Assist with document collection, submissions, and administrative processes related to UAE business operations.
- Help maintain organized digital records, folders, contact lists, and business documents.
- Support basic research, appointment bookings, and operational coordination.
UAE Government & Business Administration Support
The candidate should have a good working understanding of UAE business administration processes, including dealing with or coordinating matters related to:
- Trade licences and company renewals.
- Immigration, visas, Emirates ID, labour, and related documentation.
- Free zone and mainland authority procedures.
- Government portals, online forms, appointments, and document submissions.
- Bank account administration and KYC documentation.
- Insurance, tenancy contracts, Ejari, utilities, courier services, and other operational matters.
Direct PRO experience is not mandatory, but the candidate must be confident navigating UAE systems, following up with the right parties, and ensuring tasks are completed properly.
Personal Assistance
- Manage selected personal appointments, bookings, reminders, and household-related coordination.
- Assist with travel, medical appointments, family logistics, deliveries, personal payments, and general errands coordination.
- Handle personal administration with discretion and confidentiality.
- Follow up with service providers in a professional but firm manner.
- Be an additional set of eyes on business operations.
Required Experience & Skills
- Minimum 5 years of experience as a Personal Assistant, Executive Assistant, or Office Manager supporting a senior executive, business owner, or C-level leader.
- UAE-based experience is strongly preferred.
- Excellent spoken and written English.
- Very strong MS Office skills, especially Outlook, Word, Excel, and PowerPoint.
- Comfortable using Google Workspace, online portals, WhatsApp, Zoom, Teams, Dropbox, Google Drive, Zoho CRM (a bonus) and task management tools.
- Good understanding of UAE business, government, banking, immigration, and administrative processes.
- Strong organizational and follow-up skills.
- Ability to manage multiple tasks without constant supervision.
- High level of discretion, confidentiality, and professionalism.
- Independent, self-motivated, resourceful, and solution-oriented.
- Kind, calm, and professional, but firm enough to get things done.
- Strong attention to detail and the ability to spot mistakes before they become problems.
- Comfortable working from home full-time with minimal supervision.
Personal Attributes
The successful candidate should be:
- Highly organized and dependable.
- Proactive rather than reactive.
- Confident dealing with different types of people.
- Patient, polite, and diplomatic.
- Firm when necessary.
- Trustworthy and discreet.
- Calm under pressure.
- Comfortable working with a senior executive who expects high standards.
- Able to take ownership of tasks from start to finish.
- Kind.
Work Arrangement
This is a full-time work-from-home position. The candidate must have a reliable internet connection, a quiet working environment, and the ability to be available during normal UAE business hours. Some flexibility may be required depending on business and personal priorities. Our business has clients in 40 countries and many time zones.
Occasional in-person meetings, document collections, or appointments in Dubai may be required, so candidates based in Dubai or the UAE are preferred.
Compensation
Salary and bonuses will be competitive and depend on experience, skills, and suitability for the role.
How to Apply
Interested candidates should submit:
- An updated CV.
- A short cover note explaining their experience supporting senior executives.
- Current location and availability.
- Expected monthly salary.
Ideal Candidate Summary
This role is best suited to an experienced Personal Assistant or Executive Assistant who has already supported a senior business leader and understands that the role is about more than administration. It requires ownership, judgment, discretion, persistence, and the ability to make life and work easier for a busy executive.
Thank you.
