Executive Assistant and Office Admin

United Phosphorus Limited (UPL); Dubai; On-site; AED 180,000 - 300,000; Full time

Job summary

UPL in Dubai seeks an experienced Executive Assistant and Office Administrator to provide high-level support to the CFO and manage the Management Office operations in Dubai. The role acts as a central coordination point across leadership and administration, ensuring efficient execution of priorities, projects, travel, events, and office operations.

You will coordinate complex calendars across time zones, arrange domestic and international travel, prepare agendas, take minutes, manage

Qualifications

• Bachelor's degree in Business Administration, Management, or related discipline.
• 5–8 years of experience in Executive Assistant, Business Support, Office Administration, PMO Coordination, or similar roles.
• Experience supporting senior executives and leadership teams.
• Experience coordinating projects, governance forums, and leadership reviews.
• Strong organizational and stakeholder management skills.
• Proficiency in Microsoft Office applications including Outlook, Excel, PowerPoint, Word, and Teams.
• Experience working in a multinational and matrix organization would be an advantage.

Responsibilities

• Provide comprehensive executive assistance and administrative support to the CFO and other designated executives as required.
• Manage complex calendars, appointments, and meeting schedules across multiple time zones.
• Coordinate domestic and international travel arrangements including flights, accommodations, ground transportation, visas, and itineraries.
• Organize leadership meetings, prepare agendas, coordinate logistics, and maintain meeting documentation.
• Record meeting minutes and track follow-up actions to ensure timely closure.
• Manage correspondence and communication flow on behalf of the executives as required.
• Manage day-to-day administrative activities for the UPL Management Office in Dubai.
• Coordinate office operations, facilities, workplace services, and administrative support requirements.
• Act as the focal point for office-related administration and operational coordination.
• Support visa applications, immigration documentation, and travel-related administration for employees and visitors as required.
• Coordinate leadership visits, meetings, town halls, workshops, and corporate events.
• Liaise with internal teams and external service providers to ensure smooth office operations.
• Support vendor coordination, service requests, office logistics, and administrative procurement activities.
• Ensure office records, documentation, and administrative processes are maintained effectively.
• Support workplace experience initiatives and operational improvements within the management office.

Education

Bachelor's degree in Business Administration, Management, or related discipline

Tools

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

Job description

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Executive Assistant and Office Admin

Job Id: 13960

City: Dubai, Dubai, United Arab Emirates

Department: MIS

Function: Finance

Employee Type: Permanent Full Time

Seniority Level: Mid-Senior level

Description:

JOB Purpose:

The Executive Assistant, and Office Administration role provides high-level executive support to the CFO while overseeing administrative operations for the UPL Management Office in Dubai. The role serves as a central coordination point across leadership, and administration functions, ensuring efficient execution of key priorities, projects, travel, events, and office operations

JOB RESPONSIBILITIES

Executive Assistant Support

• Provide comprehensive executive assistance and administrative support to the CFO and other designated executives as required
• Manage complex calendars, appointments, and meeting schedules across multiple time zones.
• Coordinate domestic and international travel arrangements including flights, accommodations, ground transportation, visas, and itineraries
• Organize leadership meetings, prepare agendas, coordinate logistics, and maintain meeting documentation
• Record meeting minutes and track follow-up actions to ensure timely closure
• Manage correspondence and communication flow on behalf of the executives as required

Office Administration and Operational Support

• Manage day-to-day administrative activities for the UPL Management Office in Dubai
• Coordinate office operations, facilities, workplace services, and administrative support requirements
• Act as the focal point for office-related administration and operational coordination
• Support visa applications, immigration documentation, and travel-related administration for employees and visitors as required
• Coordinate leadership visits, meetings, town halls, workshops, and corporate events
• Liaise with internal teams and external service providers to ensure smooth office operations
• Support vendor coordination, service requests, office logistics, and administrative procurement activities
• Ensure office records, documentation, and administrative processes are maintained effectively
• Support workplace experience initiatives and operational improvements within the management office

Stakeholder Coordination

• Serve as a coordination point between leadership, Finance, HR, Administration, and external stakeholders
• Facilitate communication, information flow, and follow-up of key actions across functions
• Ensure timely execution and closure of action items arising from leadership meetings and strategic initiatives

Required Skills / Experience:

• Bachelor's degree in Business Administration, Management, or a related discipline
• 5-8 years of experience in Executive Assistant, Business Support, Office Administration, PMO Coordination, or similar roles
• Demonstrated experience supporting senior executives and leadership teams
• Experience coordinating projects, governance forums, and leadership reviews
• Strong organizational and stakeholder management skills with the ability to manage multiple priorities simultaneously
• Proficiency in Microsoft Office applications including Outlook, Excel, PowerPoint, Word, and Teams
• Experience managing travel, visa processes, executive events, and office administration activities
• Excellent verbal and written communication skills
• Strong attention to detail and ability to work independently in a fast-paced environment
• High level of professionalism, integrity, and confidentiality
• Experience working in a multinational and matrix organization would be an advantage