Executive Assistant

Job Title – Executive Assistant
Location: Dubai, UAE

About the Role

We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive administrative and coordination support to senior leadership in a fast-paced international business environment.

The role will involve managing executive schedules, meetings, travel, correspondence, documentation, follow-ups, and coordination with internal and external stakeholders. The ideal candidate should be comfortable working in a multinational trading, distribution, and logistics environment, managing multiple priorities while maintaining strict confidentiality.

The business operates across industrial and specialty chemicals, with international suppliers, customers, logistics partners, and operations spanning multiple countries.

Key Responsibilities

Executive Support

• Manage the executive's calendar, appointments, meetings, calls, and daily schedule.
• Prioritize meetings and commitments based on urgency and business importance.
• Coordinate internal and external meetings with senior stakeholders.
• Prepare meeting agendas, briefing notes, presentations, and supporting documents.
• Attend meetings when required, take minutes, and track action items.
• Follow up with relevant teams to ensure commitments and instructions are completed on time.

Communication & Correspondence

• Act as a key point of contact between senior management and internal/external stakeholders.
• Manage emails, calls, messages, correspondence, and incoming requests.
• Draft professional emails, letters, reports, presentations, and other business communications.
• Screen and prioritize communications requiring executive attention.
• Maintain professional relationships with customers, suppliers, partners, consultants, and other stakeholders.

Travel Management

• Arrange domestic and international business travel, including flights, accommodation, transportation, visas, and itineraries.
• Coordinate travel schedules across multiple time zones.
• Prepare detailed travel itineraries and supporting documentation.
• Manage last-minute travel changes, cancellations, and rescheduling.
• Coordinate business meetings and appointments around executive travel schedules.

Meeting & Follow-Up Management

• Prepare meeting packs, agendas, presentations, and relevant background information.
• Record meeting minutes, decisions, and assigned actions.
• Maintain action trackers and follow up with responsible stakeholders.
• Monitor deadlines and escalate delayed or outstanding actions.
• Ensure management receives timely updates on important pending matters.

Business & Project Coordination

• Support senior management with special projects, research, presentations, and business initiatives.
• Coordinate information and deliverables across departments.
• Assist with preparation of management reports and business presentations.
• Conduct basic research and compile information for decision-making.
• Coordinate with finance, sales, logistics, operations, HR, and other functions when required.
• Support international business activities involving suppliers, customers, and logistics partners.

Document & Information Management

• Maintain organized physical and digital records for executive and business documents.
• Manage confidential contracts, reports, correspondence, presentations, and commercial information.
• Maintain structured filing systems and ensure documents are easily accessible.
• Track document approvals, signatures, renewals, and submissions.
• Ensure confidential information is handled and shared only with authorized individuals.

Administrative & Office Support

• Coordinate executive office requirements, appointments, visitors, and business meetings.
• Liaise with vendors and service providers when required.
• Support expense tracking, invoices, travel claims, and executive-related administrative matters.
• Coordinate business events, conferences, client meetings, and corporate functions.
• Provide general administrative support to senior leadership as required.

Confidentiality & Professional Conduct

• Handle sensitive commercial, financial, operational, and personal information with complete discretion.
• Maintain a high level of confidentiality when dealing with senior management and external stakeholders.
• Exercise sound judgment when prioritizing information and requests.
• Maintain professionalism when representing senior management internally and externally.

Qualifications & Experience

• Bachelor's Degree in Business Administration, Management, Commerce, or a related field.
• 4–7 years of experience as an Executive Assistant, Personal Assistant, Executive Secretary, or similar role.
• Previous experience supporting a CEO, Managing Director, Chairman, or senior executive is preferred.
• Experience within trading, distribution, logistics, chemicals, manufacturing, energy, or another international business environment is an advantage.
• UAE experience is preferred.
• Strong proficiency in Microsoft Office – Outlook, Word, Excel, and PowerPoint.
• Experience with calendar management, travel coordination, meeting preparation, and executive correspondence.

Key Skills & Competencies

• Executive and administrative support
• Calendar and diary management
• International travel coordination
• Meeting and agenda management
• Minutes and action-point tracking
• Business correspondence
• Microsoft Office
• Presentation and report preparation
• Document management
• Stakeholder coordination
• Confidential information management
• Research and information gathering
• Strong organization and multitasking
• Excellent written and verbal English
• Professional communication and interpersonal skills
• Proactive and solutions-oriented approach
• High attention to detail
• Ability to work under pressure and manage changing priorities

What We Offer

• Competitive salary and benefits package
• Opportunity to work within an international business environment
• Exposure to global trading, distribution, logistics, and commercial operations
• Interaction with international clients, suppliers, and business partners
• Professional and dynamic working environment
• Career growth and development opportunities
• Exposure to senior-level business operations and strategic initiatives

Apply now!