Executive Assistant

Naviferts DMCC; Dubai; On-site; AED 80,000 - 120,000; Full time

Job summary

An international trading company based in Dubai is seeking an Executive Assistant to support the Chairman. The role involves managing the Chairman's schedule, coordinating with various departments, and ensuring smooth operations. Ideal candidates will have 4–10 years of experience in supporting senior leadership, strong English communication skills, and proficiency in MS Office. A Bachelor’s degree is required, and experience in trading or logistics industries is preferred. This position requires exceptional organizational skills and the ability to handle sensitive information with discretion.

Qualifications

• 4–10 years of experience supporting senior leadership (CEO/Chairman/MD level).
• Strong command of English (spoken & written), Arabic or Hindi is an advantage.
• Ability to operate independently with minimal supervision.

Responsibilities

• Manage the Chairman's daily schedule, appointments, meetings, and travel arrangements.
• Draft high-quality business emails, internal memos, and corporate correspondence.
• Organise complex international and domestic travel itineraries and event logistics.

Skills

Organizational skills

Communication skills

Time management

Confidentiality

Interpersonal skills

Problem-solving

Multitasking

Education

Bachelor's degree

Master's degree or business-related education

Tools

MS Office (Excel, PowerPoint, Outlook)

Job description

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Founder & Chairman. This role requires exceptional communication skills, strong business judgment, a high degree of professionalism, and the ability to manage multiple priorities in a fast-paced international trading environment.

The ideal candidate will serve as the primary point of contact and trusted partner to the Chairman, ensuring smooth coordination of all executive activities, strategic priorities, and daily workflow.

Key Responsibilities

1. Executive Support & Office Management

• Manage the Chairman’s daily schedule, appointments, meetings, and travel arrangements.
• Handle email communication, follow-ups, and document management on behalf of the Chairman.
• Prepare presentations, reports, business summaries, minutes of meetings, and follow-up trackers.
• Maintain strict confidentiality of sensitive documents, business information, and executive communications.

2. Business Coordination & Internal Alignment

• Coordinate closely with Trading, Operations, Finance, Logistics, Compliance, and External Partners.
• Support in monitoring ongoing deals, deadlines, supplier/buyer communication, and key business updates.
• Track action items assigned by the Chairman to internal teams and ensure timely follow-ups.
• Assist with preparing commercial documents, business briefs, and data required for decision-making.

3. Communication & Stakeholder Management

• Serve as a professional representative of the Chairman to clients, partners, suppliers, and government bodies.
• Draft high-quality business emails, internal memos, and corporate correspondence.
• Handle incoming calls, enquiries, and coordinate with international stakeholders across time zones.

4. Travel, Events & Meeting Coordination

• Organise complex international and domestic travel itineraries, hotel bookings, and visa arrangements.
• Plan and coordinate board meetings, internal leadership meetings, external visits and client engagements.
• Handle logistics for conferences, exhibitions, and industry events.

5. Operational & Administrative Support

• Maintain executive files, contracts, and confidential databases.
• Manage expense reports, reimbursements, and company credit card statements.
• Assist in personal tasks on a need basis, ensuring a balance between professionalism and discretion.

Qualifications & Requirements

• Bachelor’s degree required; Master’s degree or business-related education an advantage.
• 4–10 years of experience supporting senior leadership (CEO/Chairman/MD level).
• Experience in trading, commodities, logistics, shipping, or related industries preferred.
• Strong command of English (spoken & written). Arabic or Hindi is an advantage.
• Exceptional skills in MS Office (Excel, PowerPoint, Outlook) and digital productivity tools.
• Ability to multitask, prioritize, and operate independently with minimal supervision.
• Highly organized, polished, and professional in both presentation and communication.
• Strong interpersonal skills and the ability to work with multicultural teams.
• High integrity, loyalty, and a strong sense of confidentiality.

Key Competencies

• Executive presence & professionalism
• Communication & stakeholder management
• Problem-solving & decision-making
• Time management & multitasking
• Attention to detail
• Confidentiality & discretion
• Proactive and solution-oriented mindset