Executive Assistant

Description

We are seeking a highly organized, discreet, and business-savvy executive assistant to provide direct support to the managing director. This position goes beyond traditional administration — it demands intelligence, emotional maturity, sound judgment, and the ability to anticipate needs, prioritize effectively, and ensure seamless coordination across business and personal domains.

You will serve as the MD’s right hand — managing calendars, communication, travel, confidential projects, and cross-functional coordination across companies and geographies.

Requirements

1. Executive support

• Manage complex calendars, schedules, meetings, and appointments for the MD.
• Handle confidential correspondence, drafting and reviewing emails, memos, and documentation with impeccable accuracy and tone.
• Prepare meeting briefs, minutes, follow-ups, and ensure timely completion of action items.
• Coordinate with senior management, clients, vendors, and partners on behalf of the MD.

2. Administrative & operational coordination

• Maintain structured filing systems (digital via Google Drive) and oversee access rights and confidentiality.
• Manage office administration — utilities, insurances, lease renewals, licenses, and supplier coordination.
• Support finance and compliance tasks — expense tracking, petty cash, reconciliations, renewals.
• Oversee HR-related functions such as payroll coordination, attendance, and employee documentation in Zoho People and other HR tech related software.

3. DMCC & regulatory coordination

• Handle DMCC-related filings — trade license, establishment card, visa processing and cancellations.
• Maintain records of all DMCC portal communications and approvals.

4. Travel, events & logistics

• Arrange international travel, visa documentation, flight and hotel bookings, and itineraries.
• Manage event planning — company functions, guest coordination, and internal celebrations.
• Support personal travel or family office-related arrangements when required.

5. Technology & digital systems

• Manage user access on behalf of the MD on various online portals (DMCC, utilities, company software, Workable, Slack, Notion, Google Workspace, Zoho).
• Ensure data privacy and handover protocols are followed meticulously.
• Maintain updated contact databases and digital organization of all administrative files.

Desired profile

Education
Bachelor’s degree in business administration, management, or related field.

Experience
Minimum 5–10 years as an executive assistant / PA to a senior leader, ideally in trading, investment, or professional services environment.

Technical skills
Strong proficiency in Google Workspace, MS Office, Zoho People, Workable, Slack, and digital organization tools.

Languages
Excellent command of English (written and spoken). Multi-language skills preferred.

Professional qualities
Discretion, integrity, high attention to detail, confidentiality, and business sense.

Personal attributes
Calm under pressure, proactive, emotionally intelligent, polished presentation, and a problem-solving mindset.

Benefits

• Work directly with the managing director of a fast-growing international group.
• Exposure to global business operations in shipping, trading, and investments.
• High-performance culture with opportunities for professional development.
• Dynamic, respectful, and growth-oriented workplace in Dubai.