Urgent Job Vacancy in Dubai jobs in Dubai

Executive Assistant / Personal Assistant

We are seeking a highly professional, well-organized, discreet, and proactive Executive Assistant / Personal Assistant to provide comprehensive executive, administrative, and personal support to senior management at our office in Burj Khalifa.

The successful candidate will be responsible for managing the executive’s professional and personal schedules, coordinating meetings and appointments, handling correspondence, arranging business and personal travel, managing administrative and personal requirements, and ensuring that day-to-day executive and personal matters are handled efficiently and professionally.

The role requires excellent organizational skills, attention to detail, strong communication abilities, flexibility, discretion, and the ability to anticipate and respond to the needs of management. The successful candidate must be comfortable handling both professional and personal responsibilities and maintaining the highest level of confidentiality and professionalism.

Key Responsibilities

Executive & Administrative Support

* Provide comprehensive administrative, secretarial, and executive support to senior management.

* Manage and maintain daily calendars, appointments, meetings, and schedules.

* Coordinate internal and external meetings, appointments, and conference calls.

* Prepare meeting agendas, presentations, reports, correspondence, letters, and other business documents.

* Take meeting minutes and ensure proper follow-up on assigned action items.

* Manage incoming and outgoing emails, correspondence, and communications on behalf of management when required.

* Screen and prioritize calls, messages, and requests, ensuring urgent matters are promptly brought to management’s attention.

* Maintain organized and confidential electronic and physical filing systems.

* Prepare, organize, and maintain important company documents, records, and reports.

* Follow up on pending matters, deadlines, appointments, and commitments to ensure timely completion.

Business & Travel Coordination

* Arrange domestic and international business travel, including flights, hotels, transportation, and detailed itineraries.

* Coordinate visa applications, travel documentation, and other related requirements when necessary.

* Liaise with hotels, airlines, travel agencies, clients, suppliers, and other external parties on behalf of management.

* Coordinate business meetings, appointments, and schedules with local and international clients and business associates.

* Conduct research and prepare relevant information, reports, and summaries as requested by management.

* Arrange and coordinate transportation and other travel-related requirements for management.

Personal Assistance

* Provide professional and discreet personal assistance to management as required.

* Manage and coordinate personal calendars, appointments, reservations, and schedules.

* Arrange personal appointments, including medical, banking, dining, shopping, and other personal engagements when required.

* Coordinate personal travel arrangements, including flights, hotels, transportation, reservations, and itineraries.

* Assist with personal errands, purchases, deliveries, collections, and other arrangements as assigned by management.

* Coordinate household, lifestyle, or service-related appointments and arrangements when required.

* Research and arrange restaurants, venues, services, activities, and other personal requirements based on management’s preferences.

* Assist with personal events, celebrations, family occasions, and other private arrangements when required.

* Handle personal correspondence, communications, and administrative matters on behalf of management when requested.

* Coordinate with personal service providers, vendors, hotels, restaurants, and other external parties on behalf of management.

* Maintain complete discretion when handling personal, family, financial, travel, and other sensitive matters.

* Anticipate management’s personal and professional requirements and proactively arrange necessary support.

Communication & Coordination

* Act as a professional point of contact between senior management and internal departments, clients, business partners, service providers, and external stakeholders.

* Coordinate with different departments to ensure management’s instructions and requirements are properly followed up.

* Maintain professional relationships with clients, VIP guests, business associates, service providers, and other relevant contacts.

* Communicate professionally and appropriately on behalf of management when required.

* Follow up on assigned tasks and ensure timely completion of both business and personal requirements.

* Handle sensitive and confidential information with the highest level of professionalism and discretion.

Office, Events & Special Assignments

* Assist senior management with business, administrative, and personal requirements on a daily basis.

* Coordinate office requirements, appointments, reservations, and other arrangements as requested by management.

* Assist with organizing corporate events, meetings, business lunches, private functions, and other official or personal events.

* Manage and coordinate special assignments and projects delegated by management.

* Coordinate with vendors, suppliers, contractors, and service providers when required.

* Ensure that all tasks assigned by management are completed accurately, efficiently, and within the required timeframe.

* Perform other executive, administrative, and personal assistance duties as reasonably assigned by management.

Qualifications

* Diploma or Bachelor’s Degree in Business Administration, Management, Secretarial Studies, or a related field is preferred.

* Minimum of 3 years’ experience as an Executive Assistant, Personal Assistant, Executive Secretary, or in a similar executive support role.

* Excellent verbal and written communication skills in English.

* Additional language skills are an advantage.

* Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

* Strong organizational, time-management, and multitasking skills.

* Excellent attention to detail and follow-up abilities.

* Professional appearance, communication, and conduct.

* Ability to maintain strict confidentiality and handle sensitive information.

* Ability to work independently, take initiative, and prioritize tasks effectively.

* Ability to handle both professional and personal assignments with discretion and professionalism.

Preferred Skills

* Previous experience supporting CEOs, directors, business owners, senior executives, or high-net-worth individuals.

* Experience in a luxury corporate office, private office, family office, or high-level business environment.

* Previous experience handling both executive and personal assistance responsibilities.

* Strong interpersonal and relationship-management skills.

* Ability to communicate confidently with senior executives, VIP clients, international visitors, business partners, and service providers.

* Excellent calendar, meeting, travel, and appointment management skills.

* Strong problem-solving skills and the ability to anticipate the needs of management.

* Highly organized, proactive, reliable, flexible, and detail-oriented.

* Ability to manage multiple priorities and respond appropriately to changing requirements.

* Ability to work efficiently in a fast-paced environment while maintaining a polished and professional demeanor.

* High level of discretion, maturity, and professionalism when handling confidential business and personal matters.

Pay: AED7,000.00 - AED10,000.00 per month

Work Location: In person