Executive Assistant (UAE National)

Overview

The Executive Assistant is a key support role responsible for delivering comprehensive administrative operational and logistical support to the executive office and broader team. This position ensures the smooth functioning of daily operations, effective coordination of meetings and travel, and management of office logistics, budget and vendor relationships. The ideal candidate is detail-oriented, highly organized, proactive and capable of handling confidential information with discretion.

Key Responsibilities

Team Support & Executive Administration

• Schedule and coordinate internal and external meetings, appointments and events; ensure all logistics and materials are prepared in advance.
• Arrange complex travel itineraries including flights, accommodations, transportation and other relevant support.
• Draft, compile and format reports, memos, letters and presentations for review and distribution.
• Conduct research and prepare supporting documentation for executive decision-making, board meetings and committee reviews.
• Record and distribute accurate meeting minutes and follow-up on key action items.
• Manage incoming correspondence (email, mail, faxes) and route appropriately.
• Maintain structured physical and digital filing systems to ensure organized document management.
• Track, monitor and follow up on tasks and requests to ensure timely completion.
• Provide general administrative and clerical support to the executive office and functional teams as needed.
• Translate documents and official government communications (as required).
• Perform other support tasks as assigned.

Office Management & Budget Coordination

• Oversee and track the department's operational budget including preparing monthly reports and analysis for the Department Head.
• Coordinate with the Department Head to prepare the annual budget and monitor expenditures against forecasts.
• Manage procurement processes including creation of purchase orders (POs), reviewing invoices and ensuring accurate processing of payments.
• Handle expense claims, bill payments and vendor invoicing in a timely and accurate manner.
• Liaise with suppliers to manage ongoing relationships including onboarding new vendors in coordination with the procurement team.
• Organize and maintain access to corporate records, reports and key documentation.
• Coordinate logistical support including meeting room bookings, transportation arrangements and office supplies management.
• Receive, inspect and verify deliveries of office supplies and equipment.
• Maintain an updated inventory of office supplies, forecast needs and manage replenishment orders.
• Coordinate with third-party vendors for office logistics, facility maintenance and service issues.
• Serve as the liaison with the office landlord to ensure functionality and upkeep of all amenities and workspaces.
• Perform other duties as required to support office operations.

Requirements

• Minimum of a Higher Diploma or equivalent professional experience in office administration or executive support.
• 5-7 years of experience in a senior administrative or executive assistant role supporting high-level leadership.
• Proficient in Microsoft Office Suite with advanced Excel skills; able to manage complex documents, reporting and scheduling tools.
• Strong organizational and time-management skills with the ability to prioritize tasks and meet tight deadlines in a dynamic, fast-paced environment.
• Exceptional communication skills in both Arabic and English with strong attention to detail and a high level of discretion and confidentiality.
• Demonstrated ability to manage competing priorities, anticipate team needs and provide proactive support.
• Strong interpersonal and collaborative skills with a professional and adaptable demeanor.
• Familiarity with core behavioral competencies such as results orientation, execution, discipline, conflict management and strategic mindset.

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