Executive Assistant/ Executive Secretary

Company Description

VIALLI GmbH is a leading German brand specializing in high-quality PPR and PEX pipe systems for water supply applications. The company is recognized for delivering durable, reliable products built with cutting-edge German technology and in compliance with DIN standards. VIALLI’s solutions serve a broad range of infrastructure and construction needs, supporting customers who prioritize quality and performance.

With a strong international presence, VIALLI exports its products across Europe, various parts of Asia, and the Middle East. The organization values precision, innovation, and long-term partnerships with clients and team members alike.

Role Description

This is a full-time, on-site Executive Assistant/Executive Secretary role based in Dubai. The person in this role will provide comprehensive executive administrative support to senior leadership, including managing calendars, scheduling meetings, organizing travel, and preparing expense reports.

Daily tasks include drafting and editing correspondence, preparing presentations and reports, and maintaining organized digital and physical filing systems. The Executive Assistant/Executive Secretary will act as a key point of contact for internal and external stakeholders, support the coordination of meetings and events, and ensure timely follow-up on action items.

The role also involves handling confidential information with discretion and proactively anticipating the needs of executives to help them operate efficiently.

Qualifications

• Strong executive administrative assistance and general administrative assistance skills, including calendar management, meeting coordination, and document handling.
• Experience in executive support, with the ability to prioritize tasks, manage multiple requests, and anticipate executives’ needs.
• Proficiency in preparing, tracking, and reconciling expense reports with attention to detail and accuracy.
• Excellent written and verbal communication skills, with a professional and clear communication style for internal and external stakeholders.
• Advanced skills in MS Office (Word, Excel, PowerPoint, Outlook) or equivalent productivity tools.
• Strong organizational and time-management abilities, with a high level of reliability and discretion when handling confidential information.
• Previous experience as an Executive Assistant, Executive Secretary, or similar role, preferably in an international or corporate environment.
• Fluency in English; additional language skills (such as German or Arabic) are an advantage.
• Relevant diploma or bachelor’s degree in Business Administration, Office Management, or a related field is preferred.