Executive Administrator

Visa; Dubai; On-site; AED 200,000 - 320,000; Full time

Job summary

Visa is seeking an Executive Assistant to support senior leaders in Dubai, coordinating complex calendars, travel, and critical operations across CEMEA and global teams.

You will prepare executive communications, manage sensitive information with discretion, and drive efficiency using AI-enabled productivity tools and MS 365 apps. The role requires coordinating across multiple time zones and cultures in a fast-paced multinational setting.

Qualifications

• Minimum 7 years of experience in an Executive Assistant or similar role.
• Experience supporting VP-level or senior leaders in a fast-paced environment.
• Excellent written and verbal English communication skills.
• Advanced proficiency in Microsoft 365 applications.

Responsibilities

• Manage complex executive calendars, travel arrangements, and meeting priorities across multiple time zones.
• Coordinate leadership meetings, operating reviews, strategic planning sessions, client engagements, offsites, and team events, including logistics, agendas, and follow-up actions.
• Prepare presentations, reports, briefing materials, correspondence, and business communications for executive audiences.
• Maintain visibility of key leadership commitments, business priorities, deadlines, and action items, ensuring timely follow-through.
• Facilitate communication between senior leaders, their teams, and stakeholders across CEMEA and global functions.
• Support onboarding and transition activities for new leaders and team members.
• Coordinate cross-functional projects, tracking priorities, risks, dependencies, and deadlines.
• Leverage AI-enabled tools to improve meeting prep, document development, and workflow management.

Skills

Calendar management

Travel coordination

Stakeholder management

Discretion

English communication

Cross-border coordination

organizational skills

Education

Bachelor's degree

Tools

Microsoft 365

Outlook

Teams

PowerPoint

Excel

Word

SharePoint

Job description

About Us

Visa is a world leader in payments technology, facilitating transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories, dedicated to uplifting everyone, everywhere by being the best way to pay and be paid.

At Visa, you'll have the opportunity to create impact at scale - tackling meaningful challenges, growing your skills and seeing your contributions impact lives around the world.

Join Visa and do work that matters - to you, to your community, and to the world. Progress starts with you.

Job Description

The Executive Assistant will provide high-quality executive, operational, and administrative support to senior leaders based in Dubai. Acting as a trusted partner, the role will help leaders manage competing priorities, maintain an effective operating rhythm, and coordinate engagement across CEMEA markets and global teams.

Key Responsibilities

• Manage complex executive calendars, travel arrangements, and meeting priorities across multiple time zones.
• Serve as a trusted point of contact for internal and external stakeholders, handling sensitive matters with professionalism, discretion, and sound judgment.
• Coordinate leadership meetings, operating reviews, strategic planning sessions, client engagements, offsites, and team events, including logistics, materials, agendas, and follow-up actions.
• Prepare presentations, reports, briefing materials, correspondence, and business communications for executive audiences.
• Maintain visibility of key leadership commitments, business priorities, deadlines, and action items, ensuring timely follow-through and execution.
• Facilitate effective communication and coordination between senior leaders, their teams, and stakeholders across CEMEA and global functions.
• Support onboarding and transition activities for new leaders and team members.
• Coordinate cross-functional projects and business initiatives, tracking priorities, risks, dependencies, and deadlines.
• Leverage approved AI-enabled and digital productivity tools to improve meeting preparation, document development, workflow management, and information synthesis.
• Identify opportunities to simplify, standardize, and automate recurring administrative and operational processes.
• Coordinate complex domestic and international travel, including itineraries, visas, accommodations, transportation, and travel documentation.
• Support UAE immigration-related activities where business assistance is required.
• Organize leadership offsites, conferences, client events, corporate hospitality activities, and team engagements, including vendor coordination and compliance requirements.
• Manage executive expenses, purchase orders, invoices, supplier onboarding, contracts, and other administrative processes in accordance with company policies.
• Support budget tracking, reporting, documentation management, and governance requirements.
• Conduct research, prepare summaries and recommendations, and provide support on special projects and strategic initiatives as required.
• Partner with Executive Assistants and administrative professionals across the organization to ensure seamless support and coverage.

Qualifications

• Minimum 7 years of experience in an Executive Assistant, Administrative Assistant, Business Operations, or similar support role, preferably within a multinational or highly matrixed organization.
• Proven experience supporting Vice President-level or other senior leaders in a fast-paced and complex environment.
• Demonstrated ability to manage complex calendars, international travel, multiple priorities, and competing deadlines.
• Strong organizational, prioritization, stakeholder management, and communication skills.
• Proven ability to handle highly confidential information with discretion and professionalism.
• Proactive, resourceful, and solutions-oriented, with strong judgment and the ability to anticipate business needs.
• Experience coordinating across multiple countries, cultures, functions, and time zones.
• Excellent written and verbal English communication skills.
• Strong interpersonal skills with the ability to build trusted relationships across all levels of the organization.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, Word, and SharePoint.
• Experience using AI-enabled productivity tools to support research, drafting, meeting preparation, workflow improvement, and collaboration.
• Familiarity with travel, expense, procurement, budgeting, and supplier management systems.
• Bachelor's degree or equivalent professional experience preferred.
• Experience suppor