Executive Assistant

Executive Assistant Location: Dubai, UAE (on-site) everyday Team supported: IFE team Role Purpose This role keeps travel, meetings, office logistics, spend and supplier activity running smoothly so that engineers, managers and leadership can stay focused on customers. Success is measured by how little friction the team experiences day to day. Key Responsibilities Travel & Mobility • Plan and book end-to-end travel for the team and leadership: flights, hotels, ground transport and airport transfers, optimized for cost, timing and traveler comfort. • Manage visa applications, entry permits, invitation letters and travel documentation across multiple nationalities and destinations. • Maintain a live view of who is travelling where and when; anticipate clashes, deadlines and renewal dates. • Handle disruptions in real time — cancellations, re-routing and last-minute changes, including outside normal working hours when a traveller is in transit. • Keep the travel tracker, cost log and traveller profiles accurate and current. Meetings & Calendar Management • Schedule and coordinate meetings, reviews and workshops across multiple time zones with internal teams, customers and partners. • Prepare and circulate agendas, collate pre-reads, capture minutes and actions, and follow up until items are closed. • Book rooms and set up conferencing; make sure the technology works before the meeting starts, not during it. • Protect and prioritise leadership calendars, flagging conflicts early and proposing solutions rather than problems. Office Management • Run the day-to-day office: supplies, pantry, seating, access cards, courier and mail, facilities requests and maintenance follow-up. • Act as first point of contact for visitors, contractors and building management. • Support onboarding and offboarding logistics — desk, access, welcome pack, IT hand-off coordination. • Maintain office health, safety and security requirements in line with company policy. Events & Team Engagement • Plan and deliver team events, offsites, customer visits, workshops and celebrations end to end: venue, catering, logistics, invites, materials and budget. • Coordinate visiting delegations, including agenda, hospitality and local arrangements. • Manage event budgets and provide a clear post-event reconciliation. Expenses & Finance Administration • Prepare, submit and track expense claims for the leadership team; chase approvals and resolve queries. • Reconcile corporate card statements and maintain complete supporting documentation. • Track spend against budget for travel, office and events, and flag variances early. • Liaise with Finance on invoices, payment status and vendor queries. Procurement & Vendor Management • Raise purchase requisitions and purchase orders; track them through approval to delivery. • Source quotations, compare options and support supplier selection for office, event and general service needs. • Onboard vendors, maintain contract and renewal records, and follow up on deliveries and service levels. • Build working relationships with key suppliers so that urgent requests get a fast response. General Support • Maintain shared trackers, distribution lists, org charts and team documentation. • Draft and format correspondence, presentations and internal communications. • Handle confidential information with complete discretion. • Take on ad-hoc requests and pick up the things nobody else has time for — with good humour. What We're Looking For Experience • 3–5 years in an executive assistant, team assistant, office manager or business support role, ideally supporting a mid-to-large team. • Proven experience booking international travel and handling visa processes, preferably in the UAE. • Hands-on experience with expenses, purchase orders and vendor coordination. • Experience in a multinational or multicultural environment is a strong advantage. Skills • Excellent written and spoken English; additional languages (Arabic, Hindi, French) are a plus. • Strong working knowledge of Outlook, Teams, Excel, PowerPoint and Word. • Familiarity with travel booking platforms and ERP/procurement systems (SAP, Concur, Coupa or similar). • Confident juggling several priorities at once without dropping any of them. Attributes • Gets things done. Takes ownership of a request and closes it out without needing to be chased. • Anticipates. Spots the problem before it lands and comes forward with a solution. • Warm and approachable. Enjoys people, builds easy relationships across all levels and cultures, and makes visitors and colleagues feel looked after. • Positive under pressure. Stays calm and cheerful when three things go wrong at once. • Detail-obsessed. The flight is on the right day, the visa is valid, the invoice number is correct. • Discreet. Trusted with sensitive information as a matter of course. • Flexible. Willing to be reachable when a traveller is stranded or a customer visit needs last-minute support. What Success Looks Like in the First 90 Days • Travel and visa processes are running smoothly with no missed deadlines or avoidable escalations. • Leadership calendars are well managed and meetings start on time, prepared. • Expense claims and purchase orders are submitted on schedule with clean documentation. • Office operations are stable and vendor relationships are established. • The team has stopped worrying about logistics. Show more Show less