Executive Assistant

Executive & Team Assistant Dubai, United Arab Emirates | On-site Support Senior Management in a Global Financial Services Environment We are looking for a highly organised and proactive Executive & Team Assistant to provide comprehensive administrative and operational support to senior management within a leading international financial services organisation. This position requires exceptional organisational skills, attention to detail, discretion and the ability to manage multiple priorities in a fast-paced professional environment. You will play a central role in coordinating executive schedules, international travel, meetings, communications and day-to-day office operations. What You'll Do Executive & Calendar Management • Manage complex executive calendars, appointments and meeting schedules. • Coordinate internal and external meetings, conference calls and video meetings. • Proactively resolve scheduling conflicts and optimise executive time. • Prepare meeting agendas, materials and supporting documentation. Travel & Expense Coordination • Arrange international and domestic travel, including flights, accommodation, visas and ground transportation. • Manage travel changes and last-minute arrangements. • Process corporate card expenses, invoices and reimbursements using internal expense management systems. • Monitor approval workflows and ensure compliance with company policies. Office & Administrative Operations • Coordinate meeting rooms, refreshments and client-facing arrangements. • Welcome and assist visitors and external stakeholders. • Support office services, catering, supplies and general administrative activities. • Prepare documents, presentations and other business materials. Stakeholder Communication & Events • Manage incoming communications, prioritising calls, emails and follow-ups. • Maintain CRM systems and contact databases. • Coordinate client meetings, internal events, offsites and team activities. • Work closely with internal teams and external stakeholders. • Assist with recruitment coordination and onboarding activities when required. What We're Looking For • Proven professional experience as an Executive Assistant, Team Assistant or in a comparable administrative support role. • Strong experience managing complex calendars and senior stakeholder schedules. • Experience coordinating business travel, meetings and administrative activities. • Excellent organisational, time management and multitasking capabilities. • Strong communication and interpersonal skills. • High level of professionalism, confidentiality and discretion. • Proficiency in Microsoft Office and familiarity with expense management tools such as Concur. • Ability to prioritise competing demands and perform effectively under pressure. • Proactive, reliable and solution-oriented approach. • Ability to work on-site in Dubai. Particularly Valuable • Experience supporting senior executives in financial services or other international corporate environments. • Familiarity with CRM systems and contact management. • Experience coordinating corporate events, meetings and offsites. • Exposure to recruitment coordination or employee onboarding. • Experience working with international stakeholders. Interested? If you are an experienced Executive or Team Assistant who thrives in a dynamic professional environment and enjoys supporting senior stakeholders, we'd like to hear from you. Apply with your updated CV. Show more Show less

Proven professional experience as an Executive Assistant, Team Assistant or in a comparable administrative support role. Strong experience managing complex calendars and senior stakeholder schedules. Experience coordinating business travel, meetings and administrative activities. Excellent organisational, time management and multitasking capabilities. Strong communication and interpersonal skills. High level of professionalism, confidentiality and discretion. Proficiency in Microsoft Office and familiarity with expense management tools such as Concur. Ability to prioritise competing demands and perform effectively under pressure. Proactive, reliable and solution-oriented approach. Ability to work on-site in Dubai.

Executive & Calendar Management: Manage complex executive calendars, appointments and meeting schedules. Coordinate internal and external meetings, conference calls and video meetings. Proactively resolve scheduling conflicts and optimise executive time. Prepare meeting agendas, materials and supporting documentation. Travel & Expense Coordination: Arrange international and domestic travel, including flights, accommodation, visas and ground transportation. Manage travel changes and last-minute arrangements. Process corporate card expenses, invoices and reimbursements using internal expense management systems. Monitor approval workflows and ensure compliance with company policies. Office & Administrative Operations: Coordinate meeting rooms, refreshments and client-facing arrangements. Welcome and assist visitors and external stakeholders. Support office services, catering, supplies and general administrative activities. Prepare documents, presentations and other business materials. Stakeholder Communication & Events: Manage incoming communications, prioritising calls, emails and follow-ups. Maintain CRM systems and contact databases. Coordinate client meetings, internal events, offsites and team activities. Work closely with internal teams and external stakeholders. Assist with recruitment coordination and onboarding activities when required.