Executive Assistant

Visa; Dubai; Hybrid; AED 200,000 - 250,000; Full time

Job summary

A global payment technology company in Dubai is seeking an Executive Administrator to provide secretarial support for Functional Heads. This role involves organizing travel, events, and communication while managing multiple administrative tasks effectively. The successful candidate will have over 10 years of office support experience and the ability to excel in a fast-paced environment. Strong skills in Microsoft Office and excellent communication in English are essential. The position is full-time and hybrid, allowing flexibility in work arrangements.

Qualifications

• Minimum of 10 years experience in an office support role.
• 3 years experience supporting CXO leaders in a multi-national organisation.
• Able to manage multiple tasks in a changing environment.

Responsibilities

• Provide secretarial support for Functional Heads.
• Coordinate travel arrangements through CWT.
• Organise corporate events and hospitality.

Skills

Excellent organisation skills

Strong administration and analytical skills

Fluent English

Superb diary management

Multicultural sensitivity

Education

Bachelor's Degree

Minimum of 6 months of office support experience

Tools

Microsoft Office Suite

Oracle Concur

Outlook

Job description

Executive Administrator

• Ensure a good flow of communication and excellent secretarial support is provided for the Function Heads.
• Work closely with keep and update list of common stakeholders for close communication: all Executive Assistants Functional Headsacross CEMEA.
• Provide assistance to the Functional Heads with private and confidential arrangements.
• Organize agendas briefing papers and any preparatory paperwork.
• Sort prioritize and where possible delegate and distribute incoming mail.
• Handle expense claims.
• Prepare correspondence documents and presentation materials - adjusting grammar and spelling as appropriate. Drafting of correspondence where possible and ensuring response is sent in a timely manner.
• Organisation of the daily schedule of the FHs to ensure the most effective use of time. Ensure all internal and external meeting requirements are met. Forward planning of itineraries and travel schedules to make certain timings and trips are feasible.
• Ensure the smooth running of the FHs office in their absence. Keep in close communication with the FHs when they are travelling and despatch of any urgent mail that needs attention.
• Ensure all administrative tasks meet all compliance standards.
• Provide documents and files for meetings.
• Coordinate regular meetings with direct reports monthly management meetings and Quarterly Client Reviews and others as required.
• Screen incoming calls fielding calls if appropriate and assisting where possible.
• Liaison with Executive Leadership and International staff on a daily basis and extensive liaison with other departments within Visa.

Travel & Immigration

• Book and co-ordinate travel arrangements through CWT within tight deadlines.
• Compile itineraries and liaise with regional offices to ensure business trips run smoothly.
• Reserve flights and hotels all per Visa T&E policy and other compliance policies
• Organising entry visas for travel and UAE immigration for FH and family & dependants (when necessary).
• Corporate Hospitality
• Organise agendas bookings for business dinners entertainment for corporate events assist with menus RSVPs and other correspondence
• Ensure appropriate approvals are in place for events register event with Visa online create SIRAs set up vendors and POs complete due diligence in time for the event.
• Organize and execute events related to corporate hospitality in the relevant markets.
• Manage forecast and update event planner reports.
• Budgeting costing and coordination with external event management companies.
• Ad hoc admin i.e. Updating contact lists & org charts.
• Ad hoc project/research.
• Complete ad hoc project/research and presentation work and other relevant initiatives as requested.

Technical

• System savvy Oracle Concur etc.
• Superb diary management Outlook.
• Strong PC skills and high proficiency with Microsoft Office Suite products (Excel Outlook Word and PowerPoint)

This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.

Qualifications

Basic Qualifications Associate: Minimum of 6 months of work experience or a Bachelors Degree

Preferred Qualifications

• Associate: 2 or more years of work experience
• Minimum of 10 years experience in an office support role
• 3 years experience supporting CXO leaders in a multi-national organisation
• Strong administration and analytical skills
• Experience working in a multinational organisation
• Experience of working for more than one Senior Leader at the same time
• Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy
• Ability to recognize potential issues as they arise and upscale appropriately
• Excellent organisation skills time management
• Excellent interpersonal skills relationship skills with the ability to communicate well with colleagues senior management and other stakeholders
• Customer focused both internal and external with the ability to build effective working relationships
• Multicultural sensitivity is essential including the ability to work effectively as part of a team
• Exceptional communication skills in person over email telephone etc.
• Fluent English
• Innovative and creative thinker with a track record of delivery and proven ability to manage several projects concurrently and see them through from conception to conclusion
• Must be proactive and solution oriented looking for ways to add value and assist the team
• Intuitive and not afraid to challenge
• Knowledge/experience of the CEMEA region would be an advantage
• Self-motivated and able to use own initiative

Additional Information

Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race color religion sex national origin sexual orientation gender identity disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.

Remote Work

No

Employment Type

Full-time