Executive Assistant

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

Job summary

A leading company is seeking an Executive Assistant to the Country Manager in Dubai. The role requires administrative support, managing correspondence, and coordinating events, with a focus on efficient office operations. The ideal candidate will have a Bachelor’s degree and 5–8 years of experience supporting senior management, with strong organizational and communication skills.

Qualifications

• 5–8 years of experience in an Executive Assistant or Office Management role.
• Experience handling confidential information and managing office functions/events.
• Strong written and verbal communication skills in English.

Responsibilities

• Manage correspondence and prioritize tasks for the Country Manager.
• Organize events and meetings, including managing travel arrangements.
• Handle customer complaints escalated to the Country Manager.

Skills

Proficiency in Microsoft Office Suite

Organizational skills

Communication skills

Education

Bachelor’s degree in Business Administration

Tools

SAP

Calendar management tools

Job description

JOB OVERVIEWThe Executive Assistant to the Country Manager plays a key role in ensuring the efficiency of the Country Manager's office through proactive correspondence management, effective diary scheduling, and administrative support. The role involves planning and prioritizing tasks, managing monthly reports and presentations under tight deadlines, and coordinating with senior management and functional teams for data collection and office operations.
Additionally, the jobholder oversees senior management leave schedules, reports absences to HR, and ensures accurate attendance tracking. The role also includes coordinating various office functions such as the mailroom, cafeteria, fitness center, and general administration to ensure smooth daily operations.
MAIN RESPONSIBILITIES
Country ManagerCarry out general executive assistant duties including typing, developing, co-coordinating and formatting presentations (PowerPoint), correspondence (Word) and spreadsheets (Excel) and ensure it is presented in the most professional manner.Vet all correspondence for Country Manager and draft responses or take other appropriate action.Organize and prepare luncheons, meetings and events as required including staff conferences, P.R. events and other, including managing travel and accommodation.Attend weekly management meetings and prepare minutes to be circulated to the attendees for appropriate action and follow upManage Country Manager diary and ensure that all meetings are carried out as plannedPerform general office duties, including maintaining the filing systems of the Country Manager and Senior Management team to facilitate easy retrieval and systematic organization.Manage the telephones of the Senior Management Team, taking messages and dealing with enquiries as appropriate to enable all callers to have a point of contact in absence of any member of the SMT. Responsible for scheduling and management of their calendar for events, employee programs, roadshows etc.Co-ordinate and produce the monthly report and Briefing Pack in adherence to deadlines.Co-ordinate the leave and absence tracking for the SMT and ensure that all paperwork and systems are accurately completed and approvedProvide administrative and executive support for Area Senior Managers/GMB visiting the country
Events – Area/Global, Sales, HRPlay an integral part in supporting the Marketing team for events including organizing and coordinating with customersPoint of contact for customers & Coordinating with suppliers. Available at events to greet VIP customers and support with co-ordinationSupport Area/Global on locally organized events such as CBRs, MEEG, Functional meetings, Events etcProviding support to the HR team for employee events linked to SMT roadshows. Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly.Liaising with HR &other departments for approvalsProviding support for co-ordination of travel arrangements/hotels for CIM big bang events
Customer ServiceHandling Customer complaints escalated to the Country ManagerCommunication with CustomersCoordinating and follow up with CS, Operation and Sales. Ensure proper feedback is given to customers
Other DepartmentsStationary project : Design, Plan, implement, coordinate & manage the process , Maintain & Replenish inventory, Check stock to determine Inventory levels, Control costs, keep record & file.Office Assistant: Allocate responsibilities & tasks, Managing performance, Training & Development, scheduling, coaching.Meeting rooms: Set up standards & policies, schedule, Booking system process and coordinate.Managing and scheduling of Employee Transportation ServiceManagement of the Mailroom administrator and mailroom services ensuring service is as per standards and coverage during leaveWork with the facilities team
CustomersPoint of Contact at DHL Events to ensure that Customer requirements are met.
SuppliersCoordinate between various suppliersto get the best deal for DHLNegotiation to get the best dealManage the indoor catering teamManage the Fitness Centre Supplier and Instructors including scheduling of classes etcProcure required furniture and fitness equipment for the Meydan office
EDUCATION / EXPERIENCE / QUALIFICATION REQUIREMENTSEducation:Bachelor’s degree in Business Administration, Management, Communications, or a related field.
Experience:5–8 years of experience in an Executive Assistant or Office Management role supporting senior leadership.Prior experience in multinational or matrix organizations is an advantage.Experience handling confidential information and managing office functions/events.
Technical Skills:Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).Familiarity with calendar management tools and travel booking platforms.Experience with internal systems such as SAP (advantageous but not essential).Administrative & Organizational Skills:Strong organizational and time management skills with the ability to handle multiple priorities under pressure.Excellent planning skills for events, meetings, and executive schedules.
Communication & Interpersonal Skills:Strong written and verbal communication skills in English.Professional demeanor with the ability to interact effectively with internal and external stakeholders at all levels.Personal Attributes:High level of discretion and confidentiality.Proactive problem-solver with attention to detail.Flexible, adaptable, and able to work independently or in a team.
Desirable:Certification or diploma in Executive Assistance or Office Management.Experience coordinating travel, events, or high-level meetings across regions.