Executive Assistant

Designation - Executive AssistantLocation: UAE (based in-office)Reports To: Regional ManagerEmployment Type: Full-time

About the Role

We are looking for a sharp, highly organized, and proactive Executive Assistant to support senior leadership and help run day-to-day operations smoothly. This role goes beyond traditional scheduling — you will be a strategic partner who anticipates needs, manages priorities, drives follow-ups to closure, and keeps the office running efficiently.

We need someone genuinely smart: a fast learner, an excellent communicator, and someone who can exercise sound judgment with minimal supervision.

Key Responsibilities

• Calendar & Time Management
• Own and manage a complex, fast-changing calendar; proactively resolve scheduling conflicts and prioritize based on business impact.
• Coordinate meetings across time zones, including logistics, agendas, and pre-reads.
• Block focus time and protect the executive's time from low-priority distractions.
• Priorities & Follow-Ups
• Track action items and commitments from meetings, calls, and emails; ensure nothing falls through the cracks.
• Maintain a running priority list and proactively nudge stakeholders to close open items on time.
• Prepare concise briefing notes ahead of meetings and summarize outcomes afterward.
• Office & Administration Management
• Oversee day-to-day office operations — vendors, supplies, facilities, and general upkeep.
• Manage relationships with building management, service providers, and local authorities as needed.
• Support onboarding logistics for new hires (workstation, access, basic setup).
• Documentation & Government/Corporate Submissions
• Manage document preparation, tracking, and timely submission for government, legal, banking, or corporate requirements (e.g., trade license renewals, visa processing, Ejari, Tasheel, Emirates ID, corporate filings — as applicable to the business).
• Maintain an organized, up-to-date filing system (digital and physical) for contracts, licenses, and official correspondence.
• Track renewal deadlines proactively and flag risks well in advance.
• Communication & Coordination
• Draft, proofread, and manage correspondence on behalf of the executive.
• Act as a gatekeeper and point of contact for internal and external stakeholders, exercising discretion and professionalism at all times.
• Coordinate travel arrangements, itineraries, and visas when required.

What We're Looking For

• 3+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership.
• Based in the UAE, with working knowledge of local administrative/government processes (immigration, trade license, Ejari, etc.) strongly preferred.
• Exceptional organizational skills with the ability to juggle multiple priorities without dropping details.
• Sharp judgment — able to distinguish urgent from important, and to make sound calls independently.

Excellent written and verbal English communication skills (Arabic is a plus).

High proficiency with tools like Google Workspace/Microsoft Office, calendar management, and task-tracking systems (Notion, Asana, Trello, etc.).

Discreet, trustworthy, and comfortable handling confidential information.A calm, solutions-oriented approach under pressure; low ego, high ownership.

Bachelor's degree preferred but not mandatory if experience demonstrates strong capability.

Nice to HavePrior experience working with founders/executives in a startup or fast-paced environment.

Experience managing PRO-related or government liaison tasks directly or via coordination with a PRO.A valid UAE driving license.

What Success Looks Like in This RoleThe executive's time is protected and spent on the highest-leverage activities.

Nothing important is forgotten — follow-ups close on time, deadlines never surprise anyone.

The office runs quietly and efficiently in the background.

Document and compliance submissions are always ahead of deadline, never last-minute.