Executive Assistant and Office Admin

JOB Purpose:The Executive Assistant, and Office Administration role provides high-level executive support to the CFO while overseeing administrative operations for the UPL Management Office in Dubai. The role serves as a central coordination point across leadership, and administration functions, ensuring efficient execution of key priorities, projects, travel, events, and office operationsJOB RESPONSIBILITIES Executive Assistant SupportProvide comprehensive executive assistance and administrative support to the CFO and other designated executives as requiredManage complex calendars, appointments, and meeting schedules across multiple time zones.Coordinate domestic and international travel arrangements including flights, accommodations, ground transportation, visas, and itinerariesOrganize leadership meetings, prepare agendas, coordinate logistics, and maintain meeting documentationRecord meeting minutes and track follow-up actions to ensure timely closureManage correspondence and communication flow on behalf of the executives as requiredOffice Administration and Operational SupportManage day-to-day administrative activities for the UPL Management Office in DubaiCoordinate office operations, facilities, workplace services, and administrative support requirementsAct as the focal point for office-related administration and operational coordinationSupport visa applications, immigration documentation, and travel-related administration for employees and visitors as requiredCoordinate leadership visits, meetings, town halls, workshops, and corporate eventsLiaise with internal teams and external service providers to ensure smooth office operationsSupport vendor coordination, service requests, office logistics, and administrative procurement activitiesEnsure office records, documentation, and administrative processes are maintained effectivelySupport workplace experience initiatives and operational improvements within the management officeStakeholder CoordinationServe as a coordination point between leadership, Finance, HR, Administration, and external stakeholdersFacilitate communication, information flow, and follow-up of key actions across functionsEnsure timely execution and closure of action items arising from leadership meetings and strategic initiativesRequired Skills / Experience:Bachelor's degree in Business Administration, Management, or a related discipline5-8 years of experience in Executive Assistant, Business Support, Office Administration, PMO Coordination, or similar rolesDemonstrated experience supporting senior executives and leadership teamsExperience coordinating projects, governance forums, and leadership reviewsStrong organizational and stakeholder management skills with the ability to manage multiple priorities simultaneouslyProficiency in Microsoft Office applications including Outlook, Excel, PowerPoint, Word, and TeamsExperience managing travel, visa processes, executive events, and office administration activitiesExcellent verbal and written communication skillsStrong attention to detail and ability to work independently in a fast-paced environmentHigh level of professionalism, integrity, and confidentialityExperience working in a multinational and matrix organization would be an advantage Show more Show less

Bachelor's degree in Business Administration, Management, or a related discipline. 5-8 years of experience in Executive Assistant, Business Support, Office Administration, PMO Coordination, or similar roles. Demonstrated experience supporting senior executives and leadership teams. Experience coordinating projects, governance forums, and leadership reviews. Strong organizational and stakeholder management skills with the ability to manage multiple priorities. Proficiency in Microsoft Office applications including Outlook, Excel, PowerPoint, Word, and Teams. Experience managing travel, visa processes, executive events, and office administration activities. Excellent verbal and written communication skills. Strong attention to detail and ability to work independently in a fast-paced environment. High level of professionalism, integrity, and confidentiality. Experience working in a multinational and matrix organization would be an advantage.

Executive Assistant Support: Provide comprehensive executive assistance and administrative support to the CFO and other designated executives as required; Manage complex calendars, appointments, and meeting schedules across multiple time zones; Coordinate domestic and international travel arrangements including flights, accommodations, ground transportation, visas, and itineraries; Organize leadership meetings, prepare agendas, coordinate logistics, and maintain meeting documentation; Record meeting minutes and track follow-up actions to ensure timely closure; Manage correspondence and communication flow on behalf of the executives as required. Office Administration and Operational Support: Manage day-to-day administrative activities for the UPL Management Office in Dubai; Coordinate office operations, facilities, workplace services, and administrative support requirements; Act as the focal point for office-related administration and operational coordination; Support visa applications, immigration documentation, and travel-related administration for employees and visitors as required; Coordinate leadership visits, meetings, town halls, workshops, and corporate events; Liaise with internal teams and external service providers to ensure smooth office operations; Support vendor coordination, service requests, office logistics, and administrative procurement activities; Ensure office records, documentation, and administrative processes are maintained effectively; Support workplace experience initiatives and operational improvements within the management office. Stakeholder Coordination: Serve as a coordination point between leadership, Finance, HR, Administration, and external stakeholders; Facilitate communication, information flow, and follow-up of key actions across functions; Ensure timely execution and closure of action items arising from leadership meetings and strategic initiatives.