Executive Assistant & Office Administrator

Executive Assistant & Office Administrator About the Role: A global technology and energy-services company is hiring an Executive Assistant & Office Administrator for its Dubai office. This is a hybrid role. You will give senior executives high-level support and also run the day-to-day office operations, admin and logistics. We want someone who is comfortable doing several jobs in a lean team. You will move between executive support and hands-on operations, make sound decisions on your own and keep things running without being asked. Key Responsibilities: Executive Support: • Manage complex calendars, schedule meetings across time zones and prioritize competing demands. • Prepare for meetings: agendas, briefing notes and presentations; take minutes and follow up on action items. • Screen and handle correspondence, emails and calls professionally and with discretion. • Draft, proofread and format letters, reports and internal communications. • Act as a point of contact between the executive and internal teams, clients and external stakeholders. • Handle confidential and sensitive information with full integrity. Office & Facilities Management: • Oversee daily office operations so the workspace runs smoothly, safely and efficiently. • Coordinate maintenance, repairs, cleaning and building management requests. • Manage office supplies, equipment and pantry stock. • Maintain office records, filing systems and company documentation. Travel, Visas & Expenses: • Plan and book business travel: flights, hotels, ground transport and itineraries. • Coordinate visa, entry permit and travel documentation for the executive and visitors. • Manage petty cash and keep accurate records with receipts. • Process and reconcile expense claims and support month-end reporting. Events, Onboarding & Assets: • Plan and coordinate internal events, leadership meetings, client visits and corporate functions. • Support new-joiner onboarding: workstation, access cards, equipment and welcome logistics. • Maintain an asset and inventory register (laptops, phones, furniture, access cards) and track allocation and returns. Personal & Household Support for the Executive: • Handle personal errands, appointments and household-related coordination for the executive when required. • Manage personal bookings, reservations and family travel arrangements with discretion. Qualifications & Experience: • Bachelor’s degree in Business Administration, Management or a related field. • 4–7 years of experience as an Executive Assistant, Personal Assistant, Office Manager or Administrator, ideally in a combined role. • Experience supporting C-level or senior executives. • Proven experience with vendor management, travel and visa coordination, and petty cash or expense handling. • Currently based in Dubai or holding valid UAE work authorization. • Excellent written and spoken English. Arabic is a plus. Skills & Attributes: • Strong organizational and time-management skills, with the ability to juggle multiple priorities. • High level of discretion, confidentiality and professional integrity. • Proactive and resourceful, able to anticipate needs and solve problems independently. • Excellent interpersonal skills; confident dealing with senior stakeholders, vendors and visitors. • Flexible and hands-on, happy to switch between strategic support and day-to-day operational tasks. • Proficient in MS Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace. Added Advantage: • Tech-savvy, quick to adopt new tools and keeps up to date with new technology. • Hands-on use of AI tools (e.g. ChatGPT, Microsoft Copilot, Claude) for drafting, summarising, scheduling and research. • Experience with collaboration and productivity tools such as MS Teams, Zoom, Notion or similar. • Event planning or corporate hospitality experience. • Familiarity with UAE visa and PRO processes.

Bachelor’s degree in Business Administration, Management or a related field. 4–7 years of experience as an Executive Assistant, Personal Assistant, Office Manager or Administrator, ideally in a combined role. Experience supporting C-level or senior executives. Proven experience with vendor management, travel and visa coordination, and petty cash or expense handling. Currently based in Dubai or holding valid UAE work authorization. Excellent written and spoken English. Arabic is a plus.

Executive Support: Manage complex calendars, schedule meetings across time zones and prioritize competing demands. Prepare for meetings: agendas, briefing notes and presentations; take minutes and follow up on action items. Screen and handle correspondence, emails and calls professionally and with discretion. Draft, proofread and format letters, reports and internal communications. Act as a point of contact between the executive and internal teams, clients and external stakeholders. Handle confidential and sensitive information with full integrity. Office & Facilities Management: Oversee daily office operations so the workspace runs smoothly, safely and efficiently. Coordinate maintenance, repairs, cleaning and building management requests. Manage office supplies, equipment and pantry stock. Maintain office records, filing systems and company documentation. Travel, Visas & Expenses: Plan and book business travel: flights, hotels, ground transport and itineraries. Coordinate visa, entry permit and travel documentation for the executive and visitors. Manage petty cash and keep accurate records with receipts. Process and reconcile expense claims and support month-end reporting. Events, Onboarding & Assets: Plan and coordinate internal events, leadership meetings, client visits and corporate functions. Support new-joiner onboarding: workstation, access cards, equipment and welcome logistics. Maintain an asset and inventory register (laptops, phones, furniture, access cards) and track allocation and returns. Personal & Household Support for the Executive: Handle personal errands, appointments and household-related coordination for the executive when required. Manage personal bookings, reservations and family travel arrangements with discretion.