Executive Assistant

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. Show more Show less

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.

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.