Executive Assistant

BMY Tegnology Limited; Dubai; On-site; AED 167,000 - 234,000; Full time

Job summary

BMY Tegnology Limited in Dubai seeks a Senior Executive Assistant to provide high-level administrative, operational and organizational support to the company’s senior management and executives.

The role requires excellent communication, discretion and time management, acting as a key coordination point between executives, employees, business partners, clients and external stakeholders, while managing schedules, travel and essential documentation with professionalism.

Qualifications

• 5–10+ years of experience in senior secretarial or EA roles.
• University degree preferred; related field advantageous.
• Experience supporting senior executives, directors or C‑Level management.
• Excellent English communication; other languages a plus.

Responsibilities

• Manage executives’ calendars, appointments and daily schedules.
• Organize meetings and ensure materials are prepared in advance.
• Prepare agendas, take minutes and follow up on actions.
• Draft emails, letters, reports and presentations.
• Handle communications on behalf of senior management.
• Organize travel arrangements including flights, hotels and visas.
• Coordinate meetings, lunches, conferences and events.
• Maintain confidential information with discretion.
• Maintain filing systems and archives.
• Follow up on tasks and deadlines.
• Coordinate with departments to collect reports and documents.
• Assist in preparing presentations and executive files.
• Screen and prioritize calls, emails and meeting requests.
• Welcome senior visitors, clients and partners.
• Monitor deadlines and renewals; follow-up items.
• Provide ad hoc administrative support as needed.
• Represent the company professionally at all times.

Skills

Executive support

Calendar management

Travel coordination

Written & verbal English

Discretion & confidentiality

Professional correspondence

Attention to detail

Education

University degree

Business Administration/ related

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Teams/Zoom

Job description

Senior Executive Assistant / Executive Secretary

The Senior Executive Assistant will provide high-level administrative, operational and organizational support to the company’s senior management and executives.

This position requires excellent communication, organization, discretion, time management and coordination skills. The successful candidate will act as a key coordination point between executives, employees, business partners, clients and external stakeholders.

The role will be responsible for managing executive schedules, meetings, correspondence, business travel, documentation and follow-up activities efficiently and professionally.

Key Responsibilities

• Manage executives’ calendars, appointments, meetings and daily schedules.
• Organize internal and external meetings and ensure that all required documents, presentations and materials are prepared in advance.
• Prepare meeting agendas, take minutes and follow up on decisions and action items.
• Draft professional emails, official letters, reports, presentations and other business correspondence.
• Handle communications and correspondence on behalf of senior management when authorized.
• Coordinate all business travel arrangements, including flights, hotels, visas, transfers and detailed travel itineraries.
• Organize management meetings, business lunches, conferences and corporate events.
• Handle confidential and sensitive company, financial, personnel and executive information with the highest level of discretion and professionalism.
• Maintain organized filing systems, records, documents and archives.
• Follow up on tasks assigned by senior management and ensure timely completion.
• Coordinate with departments to collect information, reports and documents requested by management.
• Assist in the preparation of presentations, reports, meeting files and executive documents.
• Screen and prioritize incoming calls, emails, meeting requests and other communications.
• Professionally welcome and coordinate senior-level visitors, clients and business partners.
• Monitor important deadlines, renewals, appointments and follow-up items.
• Proactively resolve administrative issues and independently handle routine matters when appropriate.
• Provide ad hoc administrative and operational support to senior management when required.
• Represent the company and senior management professionally at all times.

Position Requirements

• 5–10+ years of experience, preferably as a Senior Secretary, Executive Assistant or in a senior administrative role.
• University degree preferred; a degree in Business Administration, Management or a related field is an advantage.
• Proven experience supporting senior executives, directors or C-Level management.
• Excellent written and verbal English; an additional foreign language is an advantage.
• Strong experience in professional correspondence, reports, meeting minutes and business documentation.
• Excellent calendar, meeting and travel management skills.
• High level of confidentiality, discretion and professional judgment.
• Strong organizational, planning and follow-up skills.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams/Zoom and other modern office applications.
• Professional appearance, communication style and demeanor.
• Excellent time management and prioritization skills.
• Proactive problem-solving approach and ability to anticipate executive needs.
• Strong attention to detail and accuracy.
• Diplomatic, confident and comfortable communicating with senior-level individuals.
• Flexibility to support management outside standard working hours when required.
• High level of reliability, integrity, punctuality and accountability.