Executive Assistant and Office Administrator

Tanqeeb; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Tanqeeb in Dubai, UAE seeks an experienced Executive & Administrative Support professional to deliver high-quality support to the Region CEO and executives. You will manage calendars, travel, meetings, and documentation, coordinating with HQ and regional teams.

The role also covers front-office operations, visitor management, office logistics, and driving digitalization initiatives across Marketing, Purchasing and admin projects. Italian language is a plus; full-time on-site required.

Qualifications

• 3–5 years of executive assistance or office admin experience.
• Italian language proficiency is an advantage.
• Excellent communication and stakeholder management.

Responsibilities

• Provide high-quality administrative support to the Region CEO and executives, including calendar management, meeting coordination, travel arrangements and documentation.
• Act as a key coordination point with Executive Assistants at HQ, ensuring alignment and follow-up on HQ and Region activities.
• Manage office-related costs, purchases and expenses in coordination with Finance and employees.
• Manage reception, visitor management and professional office environment.
• Coordinate visitor management, mail, couriers and access procedures.
• Drive digitalization initiatives, supporting Marketing and Purchasing and cross-functional projects.

Skills

Microsoft 365

Outlook

Excel

PowerPoint

Word

Organizational skills

Tools

Microsoft 365

Job description

YOUR CORE ACTIVITIES

Reporting to: Region Chief Executive Officer

Executive & Administrative Support

• Provide high-quality administrative and executive support to the Region CEO and other executives, including calendar management, meeting coordination, appointments, travel arrangements and related documentation.
• Act as a key point of coordination with Executive Assistants at Pirelli HQ, ensuring effective communication, alignment and follow-up on activities involving HQ and the Region.
• Manage office-related administrative costs, purchases and expenses, ensuring effective coordination with Finance and employees.

Front Office & Office Management

• Manage the reception and act as the first point of contact for visitors, clients and employees, ensuring a professional and welcoming office environment.
• Coordinate visitor management, incoming mail, couriers, deliveries and office access procedures.
• Manage office supplies, inventory and relationships with vendors and service providers, ensuring the smooth day-to-day operation of the office.
• Coordinate with HSE HQ functions and other internal stakeholders on office-related matters.

Digital & Special Projects

• Act as the local point of contact for digital asset management, coordinating with the HQ Digital team in Milan and the Regional team to ensure appropriate support and resolution of specific requirements.
• Support and contribute to digitalization initiatives and projects, working with local and HQ functions to identify opportunities to simplify, automate and improve administrative processes.
• Support local functions, including Marketing and Purchasing, in the delivery of digitalization initiatives, events and other special projects assigned by management.
• Contribute to process improvement initiatives and other cross-functional projects, as required.

Key Competencies & Skills

Technical Expertise

• Strong proficiency in Microsoft 365, particularly Outlook, Excel, Power Point and Word.
• Hands-on experience with standard office equipment and systems.
• Solid knowledge of office administration and front-office management.

Project & Digital Skills

• Strong organizational and coordination skills, with the ability to manage multiple priorities and stakeholders effectively.
• Experience supporting business projects and cross-functional initiatives.
• Good understanding of digital technologies, including AI tools and automation platforms, with an interest in applying them to improve processes and ways of working.
• Proactive and solution-oriented approach, with the ability to identify opportunities for process improvement and digitalization.

Education & Experience

• 3-5 years of relevant professional experience in executive assistance, office administration or a similar role.
• Italian language proficiency is considered an advantage.
• Excellent communication and interpersonal skills, with the ability to work effectively with senior stakeholders and colleagues across different functions and locations.

This role requires full-time, on-site presence in the office