Executive Assistant and Office Administrator- Dubai

Pirelli & C. S.p.A.; Dubai; On-site; AED 180,000 - 300,000; Full time

Job summary

Pirelli & C. S.p.A. in Dubai is seeking an Executive Assistant and Office Administrator to support the Region CEO with calendar management, meeting coordination, travel arrangements, and documentation, ensuring smooth daily operations.

The role combines front-office leadership, office governance, and digital project support, requiring 3–5 years of related experience, strong Microsoft 365 skills, and excellent communication across senior stakeholders.

Qualifications

• 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.

Responsibilities

• 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.
• Manage the reception and act as the first point of contact for visitors, clients and employees, ensuring a professional and welcoming office environment.
• Coordinate with HQ and regional teams to ensure alignment and follow-up on activities, and support with digitalization initiatives and special projects.

Skills

Communication skills

Stakeholder management

Multitasking

Italian language (advantage)

Tools

Microsoft 365

Outlook

Excel

PowerPoint

Word

Job description

Executive Assistant and Office Administrator- Dubai Profile

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Job Description Executive Assistant and Office Administrator- Dubai

DISCOVER PIRELLI

We are a global leader in the tire industry, specialized in designing, developing, manufacturing, and marketing high-performance tires for cars, motorcycles, and bicycles. With a presence in over 160 countries and around 18 production facilities, we pride ourselves on our cutting-edge technology and commitment to sustainability. Innovation is at the heart of everything we do, and it is fueled by our commitment to the inclusion of unique perspectives and different experiences. Because power is nothing without our people!

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