Executive Assistant

Motive Offshore Group Ltd; Dubai; On-site; AED 110,000 - 180,000; Full time

Benefits offered by this job

30 days holiday per annum

Long Service Awards

Employee Referral Scheme

Regular Team Building Events

Paid Volunteer Days

Job summary

Motive Offshore Group Ltd in Dubai, UAE, is seeking an Executive Assistant to provide professional, confidential support to the Executive Team. The role focuses on managing complex calendars, coordinating meetings, and preparing governance materials.

You will liaise with senior leaders and stakeholders, handle confidential information with discretion, and support travel, expenses, and board-related activities. A strong MS 365 proficiency and organizational skills are essential.

Qualifications

• Proven experience as an Executive Assistant or similar to senior executives.
• Excellent organisational and time management skills.
• Ability to handle confidential information with discretion.
• Strong communication skills with stakeholders.
• Experience coordinating meetings and taking minutes.
• Bachelor's degree in Business Administration or related field preferred.

Responsibilities

• Provide professional, confidential executive support to the Executive Team.
• Manage complex diaries and schedules; coordinate meetings.
• Prepare documentation, correspondence, and governance materials.
• Organise board meetings: venue, invites, catering.
• Prepare board meeting documentation: slides, minutes, actions.
• Travel arrangements including visas and accommodation.
• Screen and direct phone calls and distribute correspondence.
• Maintain confidentiality and professionalism.
• Liaise with IT for board-related queries.
• Support budgeting and monthly expenses.

Skills

Calendar management

Stakeholder coordination

Discretion & confidentiality

MS 365 proficiency

Written & verbal communication

Meeting minutes

Independent work

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)

Job description

Job Description:

Our Core Values are at the heart of who we are, and everything we do….

People.

Planet.

Product.

Motive Offshore Group specialises in the design, manufacture, rental, and inspection of marine and lifting equipment and are committed to delivering sustainable, innovative and multisector solutions and we require highly skilled individuals, like you, to come and be part of our journey.

We have many exciting opportunities globally as we rapidly expand our reach and capabilities, in particular with the low carbon and energy transition areas. We aim to assist our clients and suppliers to join us as we move into the more sustainable world.

Most importantly, our People are our most valuable asset here at the Motive Offshore Group. We are committed to fostering an inclusive, innovative, and collaborative workplace where everyone feels respected, supported, and empowered to achieve their full potential. We celebrate diversity in all its forms—across race, ethnicity, gender, age, disability, sexual orientation, religion, and background—and we are dedicated to creating a culture of equity and belonging. Our hiring practices are rooted in fairness and integrity, focusing solely on an individual’s abilities, contributions, and potential. We strive to ensure that every employee and candidate feels seen, heard, and valued as they grow with us. If you want to learn about how you can #FindYourMotive with us, head to our join us page, here.

About the role:

Location: Dubai, UAE

Hours: Full Time

The Executive Assistant will provide professional, confidential, and proactive executive support to the Executive Team, ensuring the effective coordination of administrative and operational activities. The role is responsible for managing complex diaries and schedules, coordinating meetings, preparing high-quality documentation and correspondence, supporting governance activities, and maintaining effective communication with internal and external stakeholders. The Executive Assistant will contribute to the smooth running of executive operations while handling confidential information with discretion and professionalism.

This is an opportunity to join a fast growing business, providing direct support to our Executive Team and gaining exposure to a wide range of operational activities. You'll work closely with senior leaders, supporting key business priorities and helping ensure executive operations run efficiently.

About the team:

Our Executive Team is responsible for setting the strategic direction of Motive and driving the continued growth of the business across our global operations. Made up of experienced leaders from a range of disciplines, they work closely together to support our people, customers, and long-term objectives. As Executive Assistant, you'll become a trusted part of this team, helping to ensure they can operate efficiently and effectively while playing a key role in the day-to-day coordination of executive activities.

And you’ll be working alongside a committed and proud Motive team in the UK and globally that want to play their part in the growth of the business and support each other daily to create a positive, values driven and hard-working professional environment.

Responsibilities:

People

• Adopt and promote the Motive Offshore Group People Values and ensure their use is embedded throughout.
• Be a positive ambassador for Motive Offshore Group Ltd
• Develop strong working relationships with key stakeholders – clients, colleagues, suppliers etc.

Planet

• Lead by example in setting the highest possible standards in the promotion of People Values, HSEQ procedures and best practice, ensuring compliance to the Motive Offshore Group HSEQ Policy, procedures, standards and regulatory obligations.
• Immediately report all accidents, incidents, near misses or environmental concerns
• Adhere to and participate in company-wide sustainability policies, procedures and initiatives as they are developed to support our Net Zero objectives.

Product

• Overall support to the Executive Team.
• Manage complex calendars by vetting requests, prioritising meetings and proactively managing conflicting calendar times.,
• Inbox management by prioritising emails and corresponding where necessary.
• Act as point of contact among the Executive Team, key stakeholders, clients and employees.
• Submit monthly expenses and mileage in a timely manner.
• Assist with organising company events, off site strategy days and conferences.
• Act as the primary liaison with IT for all board-related queries, ensuring seamless communication and timely resolution of technical or procedural issues.
• Organise Board meetings. Arrange the venue, send out invites and arrange catering.
• Assist with preparing the Board meeting documentation. Create PowerPoint presentation slides, update the actions register and circulate meeting minutes.
• Provide administrative support for meetings as and when required by the Executive Team including drafting and circulating meeting agendas, preparing presentations, taking minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
• Preparation of the weekly report by collecting and analysing information from Salesforce.
• Provide high quality administrative support to the Executive Team as necessary.
• Maintaining Confidentiality.
• Arrange travel, visa, car rental and accommodation for the Executive team for domestic and overseas when required.
• Screen and direct phone calls and distribute correspondence.

Required skills / knowledge:

• Demonstrable experience in an Executive Assistant, Personal Assistant, or similar role supporting senior executives or leadership team.
• Excellent organisational and time management skills, with the ability to prioritise competing demands and work to tight deadlines.
• Exceptional written and verbal communication skills, with the ability to communicate professionally with senior leaders, colleagues, external stakeholders, and clients.
• Possess a high level of discretion, integrity, and professionalism, with experience handling highly confidential and sensitive information.
• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail, with the ability to produce accurate, high-quality documentation and correspondence.
• Experience coordinating meetings and producing accurate, concise minutes and action logs.
• Ability to work independently, using initiative and sound judgement while managing multiple priorities.
• Qualification in Business Administration, Office Administration, or a related discipline, would be desirable but not essential.

What we can offer you:

Alongside the benefits below, working with Motive can take you places that you might not have thought possible. We work globally, so you will have colleagues based not only in the UK, but also in Taiwan, Singapore, the UAE, Norway, Brazil and in the US. You can look forward to playing your part and working with people who support clients and projects across multiple countries across the world.

We’re incredibly proud of the development opportunities that many of our staff have benefitted from. Since we started in 2010, we’ve seen staff start as school leavers & work their way to senior positions, seen people relocate to other parts of the world with the company and have seen many of our people develop skills, receive training and advance their technical knowledge to enhance their own career, which in turn helps continuously improve and us carry out the work we provide.

Alongside this, you’ll get:

• 30 days holiday per annum
• Long Service Awards
• Employee Referral Scheme
• Regular Team Building Events – such as family fun days, BBQs, nights out, volunteering with charities...
• Paid Volunteer Days

Requirements: