Executive Assistant and Office Administrator- Dubai

Pirelli; Dubai; On-site; AED 90,000 - 120,000; Full time

Job summary

Pirelli is seeking a proactive Executive Assistant and Office Manager for its Dubai region. The role delivers high-level administrative support to the Region CEO and senior executives, coordinates with HQ, manages travel and calendars, and oversees front-office operations and office services.

The position requires 3–5 years of relevant experience, strong Microsoft 365 and communication skills, and a keen eye for process improvement and digitalization in a multinational environment.

Qualifications

• 3-5 years of executive support or admin experience.
• Italian language proficiency is an advantage.
• Strong communication and stakeholder management.
• Experience with digitalization projects is a plus.

Responsibilities

• Provide high-quality administrative and executive support to the Region CEO and executives.
• Coordinate with HQ and regional EAs for alignment and follow-up on activities.
• Manage office costs and procurement in coordination with Finance and employees.

Skills

Microsoft 365

Executive support

Office management

Organization skills

Digital & AI tools

Communication skills

Tools

Outlook

Excel

PowerPoint

Word

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, PowerPoint 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