Executive Assistant

Whiteshield: Executive Assistant (Permanent Position, UAE Based) ABOUT US | Whiteshield is an AI-native sovereign intelligence company helping governments move from insight to action and from planning to continuous adaptation. Its platform combines workforce intelligence, economic intelligence and adaptive policy applications to support decision-makers in real time. Founded in 2011, the company combines public policy expertise, proprietary data assets and AI-enabled applications to support decision-makers across workforce development, economic competitiveness and societal transformation. With principal operations in Dubai (DIFC) and Riyadh and a global footprint spanning the Middle East, Europe, Africa, Eurasia and Asia, Whiteshield serves governments, sovereign institutions, multilateral organizations and leading corporations worldwide. Its technology portfolio equips leaders with decision intelligence, workforce intelligence and adaptive policy solutions. Whiteshield's mission is to help build adaptive societies where every citizen can learn, provide and connect. WHERE YOU FIT IN | We are looking for an exceptional Personal Assistant to provide dedicated executive support to our Senior Leadership team based in the UAE. This is a demanding, fast-paced role requiring someone who thrives under pressure, enjoys working at pace, and can confidently manage competing priorities in a dynamic consulting environment. The successful candidate will become a trusted partner to the Associate Partner, ensuring their time is effectively managed while anticipating needs, coordinating complex schedules, and acting as a key point of contact for internal and external stakeholders. The ideal candidate is highly organised, discreet, resilient, proactive and able to remain calm when priorities change at short notice. WHAT YOU WILL DO | Executive Support • Proactively manage an exceptionally complex, fast changing calendar while protecting the Partner's time and ensuring critical priorities are met • Manage complex travel arrangements including flights, accommodation, visas, itineraries and logistics. • Continuously review and reprioritise schedules throughout the day, exercising sound judgement to respond to changing business needs, shifting priorities and emerging demands while ensuring time is aligned to leaderships strategic priorities • Prepare agendas, briefing materials, meeting packs and follow-up actions. • Screen and manage incoming communications, ensuring urgent matters receive prompt attention. • Draft, proofread and format correspondence, presentations and other business documents. • Track actions and deadlines, ensuring commitments are followed through Stakeholder Management • Act as the primary point of contact for senior government officials, clients and internal stakeholders. • Build strong relationships while maintaining professionalism and confidentiality. • Coordinate meetings with senior stakeholders, ensuring seamless execution and excellent client experience. • Liaise with internal teams to gather information and support project requirements. Administrative & Project Coordination • Support the Associate Partner with ad hoc operational and project-related activities. • Coordinate approvals, expenses and administrative processes. • Maintain accurate records, documents and filing systems. • Assist with planning workshops, leadership meetings and external events as required. • Anticipate requirements before they arise and proactively identify ways to improve efficiency QUALIFICATIONS | • Relevant professional qualifications or certifications in Executive Assistance, Business Administration, Office Management or a related discipline • Minimum 3-4 years' experience supporting senior executives, partners or C-suite leaders within a consulting, professional services, government or corporate environment. • Fluency in both Arabic and English (written and spoken) is essential. • Excellent Microsoft Office skills, particularly Outlook, Word, PowerPoint and Excel. • Experience managing complex calendars and international travel Requirements WHO WE LOOK FOR | • Outstanding organisational and prioritisation skills • Exceptional attention to detail. • Strong interpersonal and communication skills. • High levels of discretion and professionalism. • Able to build credibility with senior stakeholders. • Calm under pressure and comfortable managing changing priorities. • Resilient, adaptable and solutions oriented. • Highly proactive with the ability to anticipate needs before they arise. • Strong sense of ownership and accountability. • Able to work independently while exercising sound judgement WHAT WILL MAKE YOU SUCCESSFUL | The successful candidate enjoys operating in a fast-moving environment where no two days are the same. They remain composed under pressure, adapt quickly to changing priorities and take pride in staying one step ahead. They are resourceful, dependable and confident working with senior leaders and external stakeholders while maintaining the highest levels of professionalism and confidentiality. Benefits PERKS AND OPPORTUNITIES | Accelerated Career Trajectory We operate a performance-driven environment with clear progression pathways Seamless Relocation For those relocating - we provide comprehensive transition support including visa sponsorship and relocation assistance enabling you to integrate quickly and focus on delivery from day one. Supporting Your Performance We provide Tier 1 global medical coverage, wellbeing support, family allowances where applicable and structured savings plans. Helping Teams Perform We work on complex high-impact engagements that demand intensity and ownership. At the same time we are mindful of the impact this can have and aim to support sustainable performance over time through offering generous annual leave, flexible work arrangements and opportunities to connect beyond the day-to-day through retreats and team events. Show more Show less

Relevant professional qualifications or certifications in Executive Assistance, Business Administration, Office Management or a related discipline. Minimum 3-4 years' experience supporting senior executives, partners or C-suite leaders within a consulting, professional services, government or corporate environment. Fluency in both Arabic and English (written and spoken) is essential. Excellent Microsoft Office skills, particularly Outlook, Word, PowerPoint and Excel. Experience managing complex calendars and international travel.

Executive Support: Proactively manage an exceptionally complex, fast changing calendar while protecting the Partner's time and ensuring critical priorities are met. Manage complex travel arrangements including flights, accommodation, visas, itineraries and logistics. Continuously review and reprioritise schedules throughout the day, exercising sound judgement to respond to changing business needs, shifting priorities and emerging demands while ensuring time is aligned to leaderships strategic priorities. Prepare agendas, briefing materials, meeting packs and follow-up actions. Screen and manage incoming communications, ensuring urgent matters receive prompt attention. Draft, proofread and format correspondence, presentations and other business documents. Track actions and deadlines, ensuring commitments are followed through. Stakeholder Management: Act as the primary point of contact for senior government officials, clients and internal stakeholders. Build strong relationships while maintaining professionalism and confidentiality. Coordinate meetings with senior stakeholders, ensuring seamless execution and excellent client experience. Liaise with internal teams to gather information and support project requirements. Administrative & Project Coordination: Support the Associate Partner with ad hoc operational and project-related activities. Coordinate approvals, expenses and administrative processes. Maintain accurate records, documents and filing systems. Assist with planning workshops, leadership meetings and external events as required. Anticipate requirements before they arise and proactively identify ways to improve efficiency.