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 combining high-level support for senior executives with day-to-day office operations, administration and logistics. The employer wants someone comfortable working in a lean team, moving between executive support and hands-on operations and making sound decisions independently.

Key responsibilities

• Executive support: manage complex calendars, schedule meetings across time zones, prepare meeting materials, take minutes and follow up on action items, screen correspondence and draft, proofread and format letters and reports.
• Act as a point of contact between the executive and internal teams, clients and external stakeholders, and handle confidential information with integrity.
• Office and facilities management: oversee daily office operations, coordinate maintenance, cleaning and building management requests, manage supplies and stock, and maintain records and filing systems.
• Travel, visas and expenses: plan business travel, coordinate visas and entry permits, manage petty cash and reconcile expense claims.
• Events, onboarding and assets: plan internal events and client visits, support new-joiner onboarding, and maintain an asset and inventory register.
• Personal and household support for the executive when required, including bookings, reservations and family travel arrangements.

Required profile

• 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, 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.

Required skills

• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace.
• Added advantage: familiarity with collaboration tools such as MS Teams, Zoom, Notion, event planning or corporate hospitality experience, and knowledge of UAE visa and PRO processes.