Executive Assistant

Hubstaff; Dubai; On-site; AED 120,000 - 160,000; Full time

Job summary

A leading technology company in Dubai is seeking a highly organized Executive Assistant to provide executive support to the CEO and leadership team. This role involves managing complex calendars, overseeing procurement and contract administration, and ensuring compliance with UAE governance standards. The ideal candidate has at least 5 years experience supporting C-suite executives, strong negotiation skills, and a proven track record of maintaining high-level administrative functions. This is a pivotal role ensuring seamless operations within a dynamic organization.

Qualifications

• Minimum 5 years experience supporting C-suite executives and managing complex calendars.
• Experience coordinating international travel itineraries, including multi-leg trips.
• Proven record in vendor negotiation achieving cost savings.

Responsibilities

• Manage the CEO's calendar, coordinate meetings, and handle travel arrangements.
• Develop and oversee administrative policies for document management and security.
• Administer the procurement lifecycle and manage client contracts.

Skills

Executive administration

Procurement management

Contract administration

Corporate governance compliance

Strong organizational skills

Job description

The Executive Assistant is a senior subject matter expert within the Executive Office, providing high-level support to the Chief Executive Officer and senior leadership team. This role combines executive administration, procurement management, contracts administration, and corporate secretarial responsibilities. The ideal candidate is proactive, highly organized, and detail-oriented, ensuring seamless executive operations, effective vendor and contract management, and full compliance with UAE corporate governance standards.

Executive Support

Manage the CEOs complex calendar, coordinating executive meetings, appointments, and domestic and international travel, including multi-leg itineraries. Prepare and review confidential correspondence, reports, and presentations. Support board and leadership meetings by preparing agendas, briefing materials, and recording and distributing accurate minutes. Act as the primary gatekeeper to the CEOs office, handling sensitive information with discretion.

Administrative Oversight & Policy Management

Develop, implement, and oversee administrative policies related to travel, expenses, correspondence, and document management. Establish standards for record-keeping to ensure security, organization, and compliance. Supervise administrative activities and continuously improve workflows to enhance efficiency and effectiveness.

Procurement Management

Manage the full procurement lifecycle, including vendor sourcing, requisitions, approvals, and supplier negotiations. Secure competitive pricing, favorable terms, and effective service-level agreements. Track purchase orders, deliveries, and payments, coordinating with Finance to ensure budget alignment and accurate invoice reconciliation.

Client & Supplier Contracts Administration

Maintain a centralized repository for client and supplier contracts with proper version control. Track renewals, expirations, and compliance obligations to prevent lapses. Support contract drafting, review, and execution in coordination with Legal and Finance. Monitor performance against contractual terms and SLAs.

Corporate Secretarial Activities

Assist with board and shareholder documentation, including agendas, resolutions, and minutes. Maintain statutory registers and corporate records in compliance with UAE regulations. Coordinate timely submission of annual returns, license renewals, and statutory filings with relevant authorities, liaising with external service providers, auditors, and legal counsel.

Executive & Travel Management

Minimum 5 years experience supporting C-suite executives, managing complex calendars for multiple senior leaders across international time zones and coordinating at least 10 multi-leg international travel itineraries annually.

Procurement & Vendor Negotiation

Experience managing a minimum of 20 purchase orders or vendor contracts per year, with demonstrated negotiations achieving measurable cost savings or value improvements on at least five contracts.

Contract Administration

At least 3 years experience managing a centralized portfolio of 50+ active client and supplier contracts, with a proven 100% on-time record for renewals and expirations.

UAE Corporate Governance

Minimum 2 years hands-on experience in UAE corporate secretarial duties, including statutory filings, license renewals, and maintenance of statutory registers in compliance with local regulations.

Policy & Process Development

Proven experience developing and implementing at least one administrative policy or workflow that delivered measurable efficiency or compliance improvements.