Executive Assistant & Office Administrator

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. You will give senior executives high-level support and also run the day-to-day office operations, admin and logistics.

We want someone who is comfortable doing several jobs in a lean team. You will move between executive support and hands-on operations, make sound decisions on your own and keep things running without being asked.

Key Responsibilities:

Executive Support:

• Manage complex calendars, schedule meetings across time zones and prioritize competing demands.
• Prepare for meetings: agendas, briefing notes and presentations; take minutes and follow up on action items.
• Screen and handle correspondence, emails and calls professionally and with discretion.
• Draft, proofread and format letters, reports and internal communications.
• Act as a point of contact between the executive and internal teams, clients and external stakeholders.
• Handle confidential and sensitive information with full integrity.

Office & Facilities Management:

• Oversee daily office operations so the workspace runs smoothly, safely and efficiently.
• Coordinate maintenance, repairs, cleaning and building management requests.
• Manage office supplies, equipment and pantry stock.
• Maintain office records, filing systems and company documentation.

Travel, Visas & Expenses:

• Plan and book business travel: flights, hotels, ground transport and itineraries.
• Coordinate visa, entry permit and travel documentation for the executive and visitors.
• Manage petty cash and keep accurate records with receipts.
• Process and reconcile expense claims and support month-end reporting.

Events, Onboarding & Assets:

• Plan and coordinate internal events, leadership meetings, client visits and corporate functions.
• Support new-joiner onboarding: workstation, access cards, equipment and welcome logistics.
• Maintain an asset and inventory register (laptops, phones, furniture, access cards) and track allocation and returns.

Personal & Household Support for the Executive:

• Handle personal errands, appointments and household-related coordination for the executive when required.
• Manage personal bookings, reservations and family travel arrangements with discretion.

Qualifications & Experience:

• 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.
• Experience 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.

Skills & Attributes:

• Strong organizational and time-management skills, with the ability to juggle multiple priorities.
• High level of discretion, confidentiality and professional integrity.
• Proactive and resourceful, able to anticipate needs and solve problems independently.
• Excellent interpersonal skills; confident dealing with senior stakeholders, vendors and visitors.
• Flexible and hands-on, happy to switch between strategic support and day-to-day operational tasks.
• Proficient in MS Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace.

Added Advantage:

• Tech-savvy, quick to adopt new tools and keeps up to date with new technology.
• Hands-on use of AI tools (e.g. ChatGPT, Microsoft Copilot, Claude) for drafting, summarising, scheduling and research.
• Experience with collaboration and productivity tools such as MS Teams, Zoom, Notion or similar.
• Event planning or corporate hospitality experience.
• Familiarity with UAE visa and PRO processes.