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!