Executive Assistant

About the role

Timeless Group of Companies, a family-owned retail, distribution, trading and investment group based in Dubai, is looking for an administrative professional to provide dependable day-to-day support to executives and keep operations organised in its Dubai office. This is a full-time, on-site position requiring strong executive support, sound judgment, attention to detail and clear communication.

Key responsibilities

• Manage executive calendars, appointments and schedule changes, helping leaders prioritise their commitments.
• Coordinate domestic and international travel, keeping itineraries and related details accessible to executives.
• Prepare meeting agendas and materials, coordinate meetings with internal stakeholders and support productive discussions.
• Handle confidential executive correspondence with discretion and professionalism.
• Track executive expenses and process reimbursement requests, keeping complete supporting information.
• Maintain organised executive records and files, and follow up on meeting action items.

Required profile

• Two to six years of relevant administrative or executive support experience.
• Bachelor of Business Administration or studies in Business Administration.
• Strong communication and time-management skills, discretion with confidential information, and careful handling of correspondence, expenses and records.
• English is required; Filipino (Tagalog), Sinhala and Malay are also relevant.

Required skills

• Executive and C-suite support, with judgment and discretion.
• Calendar, appointment and meeting coordination, including agenda preparation.
• Travel coordination and itinerary organisation.
• Proficiency with Microsoft Office for documents, correspondence and records.
• Expense reporting and reimbursement processing.

What we offer

• Exposure to a family-run group active in retail, distribution, trading, investment, real estate and international brand-building.
• Career growth, training and development, and exposure to international brands and regional markets.
• A multicultural environment emphasising teamwork, mentorship and inclusion.