Executive Assistant / Executive Secretary

About the role

VIALLI GmbH is seeking a full‑time Executive Assistant/Executive Secretary to support its senior leadership team in Dubai. The role provides comprehensive administrative assistance, ensuring executives can focus on strategic priorities while daily operations run smoothly.

Key responsibilities

• Manage calendars, schedule meetings, and coordinate internal and external appointments.
• Organise travel arrangements, prepare itineraries and process related expense reports.
• Draft, edit and proofread correspondence, presentations and reports.
• Maintain organized digital and physical filing systems.
• Act as primary point of contact for stakeholders, facilitating communication and follow‑up on action items.
• Handle confidential information with utmost discretion.
• Anticipate executive needs and proactively provide solutions.

Required profile

• Proven experience in executive support, preferably in an international or corporate environment.
• Strong ability to prioritize tasks, manage multiple requests and work independently.
• Excellent written and verbal communication skills in English; additional languages such as German or Arabic are a plus.
• Relevant diploma or bachelor’s degree in Business Administration, Office Management or a related field.
• High level of reliability, organization and discretion.

Required skills

• Advanced proficiency in Microsoft Word.
• Advanced proficiency in Microsoft Excel.
• Advanced proficiency in Microsoft PowerPoint.
• Advanced proficiency in Microsoft Outlook.