Executive Assistant

About the Role

This position is for a highly organized, proactive Executive Assistant who will support senior leadership and help keep daily operations running smoothly. The role is broader than scheduling alone: it requires someone who can think ahead, manage competing priorities, follow through until tasks are completed, and keep the office operating efficiently. The ideal candidate should learn quickly, communicate clearly, and make sound decisions with limited oversight.

Key Responsibilities

Calendar and Time Management

• Take full ownership of a demanding and frequently changing calendar, resolving conflicts in advance and prioritizing meetings by business impact.
• Arrange meetings across different time zones, including the logistics, agendas, and supporting materials needed before the meeting.
• Reserve uninterrupted focus time and shield the executive from lower-priority interruptions.

Priorities and Follow-Ups

• Monitor action items and commitments from meetings, calls, and emails so that important tasks are not overlooked.
• Keep a live priority tracker and actively prompt stakeholders to complete open items on schedule.
• Draft short briefing notes before meetings and capture key outcomes afterward.

Office and Administration Management

• Handle day-to-day office administration, including vendors, supplies, facilities, and general office upkeep.
• Coordinate with building management, service providers, and local authorities when required.
• Assist with onboarding arrangements for new hires, such as workstation setup, access coordination, and basic readiness tasks.

Documentation and Government or Corporate Submissions

• Prepare, track, and submit documents needed for government, legal, banking, or corporate processes, including trade license renewals, visa processing, Ejari, Tasheel, Emirates ID, and other company filings as relevant.
• Keep a well-structured physical and digital filing system for contracts, licenses, and official correspondence.
• Watch renewal timelines closely and raise any potential issues well before deadlines.

Communication and Coordination

• Write, proofread, and manage correspondence on behalf of the executive.
• Serve as a professional point of contact and gatekeeper for internal and external stakeholders, handling information discreetly and appropriately.
• Organize travel plans, itineraries, and visa arrangements when needed.

Success in This Role

• The executive’s time remains protected and is directed toward the most valuable work.
• Important items are tracked through completion, and deadlines are handled without surprises.
• The office functions smoothly and quietly in the background.
• Compliance and document submissions are completed early rather than at the last minute.

Additional Information

Designation: Executive Assistant

Location: UAE, in-office

Reports to: Regional Manager

Employment type: Full-time

Nice to Have

• Background supporting founders or executives in a startup or similarly fast-moving environment.
• Direct experience managing PRO-related or government liaison work, or coordinating these tasks through a PRO.
• A valid UAE driving license.

Note on the Role

This role is best suited to someone based in the UAE who can navigate local administrative and government procedures with confidence. Strong discretion, ownership, and a calm, solutions-focused attitude are essential.