Executive Assistant

About the role

We are seeking a proactive and highly organized Executive Assistant to support senior leadership in the UAE office. This role goes beyond traditional scheduling, acting as a strategic partner who anticipates needs, drives follow‑ups, and ensures smooth day‑to‑day operations.

Key responsibilities

• Own and manage a complex, fast‑changing calendar, resolving conflicts and protecting executive focus time.
• Coordinate cross‑time‑zone meetings, handling logistics, agendas, and pre‑reads.
• Track action items from meetings and communications, maintaining a priority list and nudging stakeholders to close items on time.
• Oversee office operations, including vendors, supplies, facilities, and relationships with building management and service providers.
• Support onboarding logistics for new hires, ensuring workstations and access are ready.
• Prepare, track, and submit documents for government, legal, and corporate requirements such as trade license renewals, visa processing, Ejari, Tasheel, and Emirates ID.
• Maintain organized digital and physical filing systems for contracts, licenses, and official correspondence, flagging renewal deadlines early.
• Draft, proofread, and manage executive correspondence, acting as a gatekeeper for internal and external stakeholders.
• Arrange travel itineraries, visas, and related logistics as needed.

Required profile

• Minimum 3 years experience as an Executive Assistant, Chief of Staff, or similar supporting senior leadership.
• Based in the UAE with working knowledge of local administrative and government processes (immigration, trade license, Ejari, etc.).
• Exceptional organizational ability and judgment to prioritize urgent versus important tasks.
• Excellent written and verbal English communication skills; Arabic is a plus.

Required skills

• Google Workspace
• Microsoft Office