Administrative Executive & Secretary

About the role

Total Freight International (TFI), a UAE-based freight and logistics company, is expanding in the UAE and is looking for an organized, proactive and discreet Administrative Executive & Secretary. Based at the Dubai facility, the role supports the CEO directly and covers day-to-day corporate administration, vendor management, company renewals and corporate insurance.

Key responsibilities

• Manage the CEO's daily schedule, appointments, travel arrangements (flights, visas, hotels, itineraries), high-level correspondence and meeting minutes
• Track and execute corporate renewals across mainland and free zone entities, including trade licenses, tenancy contracts (Ejari), warehouse leases and utility accounts
• Coordinate corporate insurance renewals, claims and documentation for transport fleets, property and group medical insurance
• Oversee front-office operations, office supplies and asset inventory, and manage housekeeping and maintenance vendors
• Maintain administrative expense records, disburse and reconcile petty cash, verify vendor invoices and coordinate payments with finance
• Act as first point of contact for executive visitors, screen calls and inquiries, and keep all leadership matters confidential

Required profile

• 2 to 4 years of experience in office administration and executive secretarial support in the UAE
• Direct knowledge of UAE corporate renewals (trade licenses, Ejari) and insurance coordination
• Exceptional written and verbal English, with executive-level etiquette and gatekeeping ability
• Integrity, discretion and the ability to work under tight deadlines

Required skills

• Microsoft Office / Google Workspace: advanced Word formatting, Excel tracking and Outlook calendar management
• UAE compliance awareness