DFF - Executive Assistant

Dubai Government; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Dubai Future Foundation is seeking an Executive Assistant to support the Executive Office in managing strategic priorities, communications, and day-to-day operations. The role requires discretion, professionalism, and the ability to liaise with senior stakeholders to ensure timely execution of initiatives.

You will manage calendars, correspondence, and priority actions, while coordinating internal and external events and maintaining an organized executive environment.

Qualifications

• Minimum of 5 years of professional experience as a Personal Assistant or Executive Assistant.
• Experience managing calendars, correspondence, and stakeholder coordination at a senior level.
• Proficiency in Arabic and English.

Responsibilities

• Manage diaries and coordinate meetings, ensuring efficient scheduling and prioritization.
• Coordinate and track priority initiatives and key action items within the Executive Office.
• Support the Executive Office in managing strategic priorities, communications, and day-to-day flow.
• Liaise with senior internal and external stakeholders with professionalism and discretion.
• Monitor incoming requests and prioritize matters requiring executive attention.
• Support planning, coordination, and follow-through of high-priority meetings and projects.
• Identify coordination gaps and bottlenecks, driving momentum across initiatives.
• Maintain oversight of key deliverables and timelines for leadership priorities.
• Coordinate events, offsites, and functions hosted or attended by the Executive.
• Manage confidential information and handle expenses, invoices, and reimbursements.

Skills

Calendar management

Stakeholder coordination

Discretion

Communication

Job description

About Dubai Future Foundation:

Dubai Future Foundation (DFF) was established in 2016 to institutionalize future-shaping for Dubai and strengthen the city’s position as a leading global city of the future. The Foundation works in partnership with government and private-sector entities to imagine, design and accelerate Dubai’s future. Its work spans five strategic areas: future foresight, knowledge dissemination, capacity building, future design and future acceleration. At the heart of DFF’s mandate is turning future-focused ideas and opportunities into tangible outcomes. The Foundation embraces risk-taking, agility and foresight as key attributes in navigating emerging opportunities and challenges. DFF is guided by a core belief that leading in the present is not enough; the future must be actively imagined, designed and executed.

POSITION: EXECUTIVE ASSISTANT

Dubai Future Foundation (DFF) aims to realize the wise vision of Dubai’s leadership to institutionalize the envisioned future and forward-thinking methodologies, while positioning Dubai as the leading city of the future.

LIFE AT DUBAI FUTURE FOUNDATION

Dubai Future Foundation (DFF) aims to realize the wise vision of Dubai’s leadership to institutionalize the envisioned future and forward-thinking methodologies, while positioning Dubai as the leading city of the future.

In partnership with its local and global partners from governments, companies, startups, and entrepreneurs, DFF drives joint efforts to collectively imagine, design, and execute the best possible future for humanity.

Under the supervision of His Highness Sheikh Hamdan bin Mohammed bin Rashid Al Maktoum, Crown Prince of Dubai, Chairman of the Executive Council of Dubai, and Chairman of the Board of Trustees of DFF, the DFF runs and oversees many futureproofing projects and initiatives, such as the Museum of the Future, Area 2071, The Centre for the Fourth Industrial Revolution UAE, Dubai Future Accelerators, One Million Arab Coders, Dubai Future Academy, Dubai Future Solutions, Dubai Future Labs, Dubai Future Forum, etc.

DFF’s efforts to share knowledge, adopt innovation, support entrepreneurs and innovative startups, build capacity, and promote forward-thinking and foresight principles contribute to Dubai’s ambitions to be a role model for the cities of the future through the power of unlimited imagination, innovation, foresight and disruptive mindset.

For more information on the initiatives, projects, and programs of Dubai Future Foundation, please visit the website: www.dubaifuture.ae

WHERE DOES THIS ROLE FIT INTO THE BIGGER PICTURE?

This role is responsible for supporting the Executive Office through effective coordination, communication, and follow-through on strategic priorities.

It supports organizational efficiency by keeping leadership priorities on track, ensuring smooth stakeholder coordination, and enabling effective decision-making.

EXECUTIVE ASSISTANT

As the Executive Assistant, you will support the Executive Office in managing strategic priorities, communications, and day-to-day operational flow, ensuring alignment, responsiveness, and efficient execution across leadership initiatives.

The Executive Assistant will act as a key coordination point between the Executive Office and internal/external stakeholders, driving follow-through on priority actions and maintaining a well-organized, agile executive environment.

YOUR RESPONSIBILITIES

• You will manage diaries and coordinate meetings, ensuring efficient scheduling and prioritization of the Executive's time.
• You will coordinate and track priority initiatives and key action items within the Executive Office, ensuring timely follow-up and execution across stakeholders.
• You will support the Executive Office in managing strategic priorities, communications, and day-to-day operational flow to ensure alignment and efficiency.
• You will liaise with senior internal and external stakeholders on behalf of the Executive Office, maintaining a high level of professionalism, discretion, and responsiveness.
• You will monitor incoming requests, correspondence, and matters requiring executive attention, helping prioritize and escape issues appropriately.
• You will support the planning, coordination, and follow-through of high-priority meetings, projects, and cross-functional initiatives.
• You will proactively identify coordination gaps, pending actions, and operational bottlenecks, helping drive resolution and momentum across initiatives.
• You will maintain oversight of key deliverables and timelines related to strategic projects and leadership priorities.
• You will contribute to creating a well-organized, agile, and responsive Executive Office environment that supports effective decision-making and execution.
• You will manage confidential and sensitive information with the utmost discretion and professional judgment.
• You will process expense reports, invoices, and reimbursements related to the Executive Office.
• You will maintain organized filing systems and document repositories for easy retrieval of key materials.
• You will manage administrative tasks for the Executive as needed, handled with appropriate discretion.
• You will coordinate internal and external events, offsites, and functions hosted or attended by the Executive.
• You will oversee the Executive Office and its facilities, ensuring a well-organized and functional working environment.

WHY THIS ROLE IS IMPORTANT?

This role is central to keeping the Executive Office running smoothly and strategically.

By managing priorities, correspondence, and stakeholder coordination, the Executive Assistant ensures leadership can focus on decision-making without operational drag.

Through proactive follow-through and strong discretion, this role supports timely execution of key initiatives and a consistently professional executive presence.

WHAT DUBAI FUTURE FOUNDATION OFFERS?

We will offer you a professional and fast-paced work environment where discretion, organization, and collaboration are valued.

You will work closely with senior leadership and diverse teams, gaining broad exposure to strategic priorities and executive operations, with opportunities to build expertise, take ownership, and make a meaningful day-to-day impact.

WHO WE’RE LOOKING FOR?

EXPERIENCE

• You will have a minimum of 5 years of professional experience as a Personal Assistant, Executive Assistant, or in a related executive-support role.
• You will have proven experience managing calendars, correspondence, and stakeholder coordination at a senior level.

SKILLS & COMPETENCIES

• You will have strong organizational and project-tracking skills, with high attention to detail and discretion in handling sensitive matters.
• You will demonstrate excellent communication skills and the ability to liaise confidently with senior internal and external stakeholders.

LANGUAGES

• Proficiency in Arabic and English is mandatory.