Executive Assistant

Midstar; Dubai; Presencial; AED 279.000 - 502.000; Jornada completa

Descripción de la vacante

Midstar is seeking a highly professional Executive Assistant to support a senior C-Suite executive in Dubai, UAE, in a fast-paced and confidential environment.

The ideal candidate will anticipate needs, manage a complex calendar, coordinate international travel, and serve as a trusted liaison with internal teams and external partners. Discretion, exceptional organizational skills, and flawless English communication are essential.

Formación

• Bachelor's degree or equivalent professional qualification preferred.
• 10–15+ years of Executive Assistant experience in a corporate or family office environment.

Responsabilidades

• Provide comprehensive day-to-day executive support to a senior C-Suite executive.
• Manage the executive's calendar, meetings, travel and commitments.
• Coordinate with internal departments, senior management and external stakeholders; ensure timely briefing materials.

Conocimientos

C-Suite support

Calendar management

Travel arrangements

Discretion & confidentiality

English communication

Microsoft Office

Educación

Bachelor's degree or equivalent

Herramientas

Microsoft Office Suite

Email & calendar software

Descripción del empleo

We are seeking a highly professional, discreet, exceptionally organized and proactive Executive Assistant to provide comprehensive support to a senior C-Suite executive. This is a position of significant trust and responsibility.

The Executive Assistant must remain consistently ahead of the Executive's agenda, anticipate requirements before they arise, maintain oversight of competing priorities, and ensure that commitments are managed efficiently and with appropriate discretion.

The ideal candidate will be highly accustomed to supporting senior executives in demanding, fast-paced and confidential environments. The Executive Assistant should not merely manage the Executive's agenda; they should remain ahead of it.

Key Responsibilities

Executive & C-Suite Support

• Provide comprehensive day-to-day executive support to a senior C-Suite executive.
• Maintain a thorough understanding of the Executive's priorities and upcoming requirements.
• Remain consistently ahead of the Executive's schedule and agenda, proactively identifying potential conflicts, requirements, deadlines and necessary preparation.
• Manage a complex and frequently changing calendar, including meetings, appointments, business engagements, travel and other commitments.
• Ensure the Executive is appropriately briefed and prepared in advance of meetings, appointments and important engagements.
• Coordinate meeting materials, presentations, briefing notes and other relevant documentation.
• Monitor important actions and commitments arising from meetings and ensure appropriate follow-up.
• Act as a trusted point of coordination between the Executive and internal departments, senior management, external stakeholders and other parties.
• Manage correspondence, calls and requests with appropriate prioritisation, professionalism and discretion.
• Exercise sound judgement in determining matters requiring the Executive's immediate attention and those that can be managed independently.
• Take full ownership of the Executive's calendar and schedule.
• Maintain visibility over short-, medium- and long-term commitments rather than managing the diary on a purely day-to-day basis.
• Anticipate scheduling requirements and ensure adequate preparation, travel time and contingency between commitments.
• Proactively identify diary conflicts and resolve them before they become an issue.
• Provide timely reminders regarding important meetings, deadlines, events, commitments and follow-up actions.
• Ensure appointments are properly coordinated and all necessary information is available in advance.
• Maintain an organised system for tracking pending matters, decisions and outstanding actions.

Logistics

• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, itineraries, visas and other logistical requirements.
• Prepare detailed travel itineraries and ensure arrangements are confirmed and communicated in advance.
• Anticipate potential travel disruptions or logistical issues and establish alternatives where appropriate.
• Coordinate business and personal travel requirements when required.
• Maintain relevant travel documentation and information securely and confidentially.

Family Coordination

As a trusted Executive Assistant, the position will also provide appropriate assistance with selected personal and family-related requirements. Responsibilities may include:

• Coordinating family appointments, travel arrangements, reservations and important personal commitments.
• Maintaining awareness of significant family dates, events and scheduled obligations.
• Assisting with logistical arrangements relating to the Executive's immediate family when requested.
• Coordinating with household, family or other relevant contacts where necessary.
• Managing personal appointments and reservations with the same level of organisation and confidentiality applied to business matters.
• Ensuring personal and family commitments are appropriately incorporated into the Executive's overall schedule.
• Handling all private and family-related information with strict confidentiality, sensitivity and discretion.

Confidentiality & Discretion

• Maintain the highest standards of confidentiality regarding all business, financial, personal and family matters.
• Handle sensitive documentation, correspondence and information with absolute discretion.
• Understand the boundaries and responsibilities associated with working closely with C-Suite leadership.
• Exercise mature judgement when dealing with confidential or sensitive situations.
• Maintain professionalism at all times when interacting with employees, executives, business partners, family members and external parties.

Candidate Profile

The successful candidate should demonstrate:

• Significant previous experience supporting C-Suite, Board-level, Chairman, CEO, Managing Director or similarly senior leadership.
• Strong experience managing complex executive calendars and demanding schedules.
• Exceptional organisational and time-management skills.
• A highly proactive working style with the ability to anticipate requirements rather than wait for instructions.
• Excellent written and verbal communication skills.
• Strong attention to detail and a disciplined approach to follow-up.
• Excellent judgement and the ability to prioritise matters appropriately.
• Ability to remain calm, professional and effective under pressure.
• High emotional maturity and interpersonal awareness.
• Absolute discretion and respect for confidentiality.
• Ability to deal professionally with senior internal and external stakeholders.
• Flexibility to accommodate changing priorities and urgent requirements when necessary.
• Strong proficiency in Microsoft Office and modern calendar, communication and productivity platforms.

Personal Attributes

The individual appointed to this position must be:

• Proactive – consistently thinking and planning ahead.
• Highly organised – able to maintain control of multiple priorities simultaneously.
• Discreet – trusted with highly confidential business and personal information.
• Detail-oriented – attentive to both significant matters and smaller details that may affect the Executive's schedule.
• Composed – able to work effectively in demanding or time-sensitive situations.
• Resourceful – capable of resolving issues independently and finding practical solutions.
• Professional – maintaining appropriate boundaries, conduct and communication at all times.

Education & Experience

• Bachelor's degree or equivalent professional qualification preferred.
• Ideally 10–15+ years of relevant Executive Assistant experience, with substantial experience supporting C-Suite, board members or equivalent senior leadership.
• Previous experience within a corporate group, family office, multinational organisation or similarly demanding executive environment would be advantageous.
• Excellent command of written and spoken English.
• Additional languages would be advantageous.