Executive Assistant

XML International; Dubai; On-site; AED 240,000 - 360,000; Full time

Job summary

XML International in Dubai is seeking an Executive & Team Assistant to provide comprehensive administrative and operational support to senior management within a leading international financial services organisation. You will coordinate executive schedules, international travel, meetings, communications and day-to-day office operations.

The role requires exceptional organisational skills, discretion and the ability to manage multiple priorities in a fast-paced environment, with onsite work in

Qualifications

• Proven professional experience as an Executive Assistant, Team Assistant or in a comparable administrative support role.
• Strong experience managing complex calendars and senior stakeholder schedules.
• Experience coordinating business travel, meetings and administrative activities.
• Excellent organisational, time management and multitasking capabilities.
• Strong communication and interpersonal skills.
• High level of professionalism, confidentiality and discretion.
• Proficiency in Microsoft Office and familiarity with expense management tools such as Concur.
• Ability to prioritise competing demands and perform effectively under pressure.

Responsibilities

• Manage complex executive calendars, appointments and meeting schedules.
• Coordinate internal and external meetings, conference calls and video meetings.
• Proactively resolve scheduling conflicts and optimise executive time.
• Prepare meeting agendas, materials and supporting documentation.
• Arrange international and domestic travel, including flights, accommodation, visas and ground transportation.
• Manage travel changes and last-minute arrangements.
• Process corporate card expenses, invoices and reimbursements using internal expense management systems.
• Monitor approval workflows and ensure compliance with company policies.
• Coordinate meeting rooms, refreshments and client-facing arrangements.
• Welcome and assist visitors and external stakeholders.
• Support office services, catering, supplies and general administrative activities.
• Prepare documents, presentations and other business materials.
• Manage incoming communications, prioritising calls, emails and follow-ups.
• Maintain CRM systems and contact databases.
• Coordinate client meetings, internal events, offsites and team activities.
• Work closely with internal teams and external stakeholders.
• Assist with recruitment coordination and onboarding activities when required.

Skills

Executive support

Calendar management

Travel planning

Communication

Discretion

MS Office

Multitasking

On-site work

Tools

Concur

CRM systems

Job description

Support Senior Management in a Global Financial Services Environment

We are looking for a highly organised and proactive Executive & Team Assistant to provide comprehensive administrative and operational support to senior management within a leading international financial services organisation.

This position requires exceptional organisational skills, attention to detail, discretion and the ability to manage multiple priorities in a fast-paced professional environment.

You will play a central role in coordinating executive schedules, international travel, meetings, communications and day-to-day office operations.

What You'll Do

Executive & Calendar Management

• Manage complex executive calendars, appointments and meeting schedules.
• Coordinate internal and external meetings, conference calls and video meetings.
• Proactively resolve scheduling conflicts and optimise executive time.
• Prepare meeting agendas, materials and supporting documentation.

Travel & Expense Coordination

• Arrange international and domestic travel, including flights, accommodation, visas and ground transportation.
• Manage travel changes and last-minute arrangements.
• Process corporate card expenses, invoices and reimbursements using internal expense management systems.
• Monitor approval workflows and ensure compliance with company policies.

Office & Administrative Operations

• Coordinate meeting rooms, refreshments and client-facing arrangements.
• Welcome and assist visitors and external stakeholders.
• Support office services, catering, supplies and general administrative activities.
• Prepare documents, presentations and other business materials.

Stakeholder Communication & Events

• Manage incoming communications, prioritising calls, emails and follow-ups.
• Maintain CRM systems and contact databases.
• Coordinate client meetings, internal events, offsites and team activities.
• Work closely with internal teams and external stakeholders.
• Assist with recruitment coordination and onboarding activities when required.

What We're Looking For

• Proven professional experience as an Executive Assistant, Team Assistant or in a comparable administrative support role.
• Strong experience managing complex calendars and senior stakeholder schedules.
• Experience coordinating business travel, meetings and administrative activities.
• Excellent organisational, time management and multitasking capabilities.
• Strong communication and interpersonal skills.
• High level of professionalism, confidentiality and discretion.
• Proficiency in Microsoft Office and familiarity with expense management tools such as Concur.
• Ability to prioritise competing demands and perform effectively under pressure.
• Proactive, reliable and solution-oriented approach.
• Ability to work on-site in Dubai.

Particularly Valuable

• Experience supporting senior executives in financial services or other international corporate environments.
• Familiarity with CRM systems and contact management.
• Experience coordinating corporate events, meetings and offsites.
• Exposure to recruitment coordination or employee onboarding.
• Experience working with international stakeholders.