Executive Assistant and Office Manager

Nexus Group; Dubai; On-site; AED 180,000 - 260,000; Full time

Benefits offered by this job

Premium Medical Insurance

Annual Flight Allowance

Performance-Based Bonuses

Corporate Benefits

Visa Sponsorship

Job summary

Nexus Solutions in Dubai, UAE, is seeking an Executive Assistant to the CEO to provide high-level support and drive key initiatives. You will manage the CEO's calendar, coordinate executive operations, and own office, facilities, compliance, and contracts.

We value a proactive problem-solver who can bridge executive support with hands-on administration, ensuring smooth multi-region operations and strategic growth. Visa sponsorship and international travel are part of our expansion plan.

Qualifications

• Minimum 5 years of experience in dual Executive Assistant and Office Management roles supporting C-suite executives or Founders.
• International mobility: passport eligible for visa-free travel to Europe (preferred for regional office requirements).
• Facilities & legal expertise: leases, Ejari, property insurance, vendor contracts, licenses.
• Process improvement: ability to evaluate processes and implement fixes.

Responsibilities

• Own the CEO's calendar end-to-end with complex scheduling and time-zone alignment.
• Act as a strict gatekeeper protecting the CEO's focus time.
• Prepare comprehensive meeting agendas, pre-reads, and materials.
• Attend leadership meetings to capture notes, actions, and decisions.
• Drive post-meeting accountability and draft executive communications.
• Take ownership of facilities, leases, licenses, and vendor contracts.
• Coordinate cross-functional liaison and align HQ initiatives across regions.
• Plan international travel itineraries and expense reporting.

Skills

Gatekeeping

Calendar management

Executive support

Stakeholder management

Discretion

Problem solving

Communication

Diplomacy

Multi-tasking

Travel coordination

Education

Master's/MBA

Tools

Microsoft 365

Google Workspace

Asana

CRM systems

Job description

We are a fast-growing and dynamic international company with European roots and operations across six countries.

As we continue to grow we are looking for an Executive Assistant to CEO to provide high-level support manage key priorities coordinate executive operations and assist in driving initiatives.

Requirements

Provide high-impact executive support to the CEO as a firm gatekeeper managing priorities time information flow and actionable follow-through while taking full ownership of office operations facilities compliance and administration.

This role requires a proactive multi-tasker with a solution-oriented mindset: someone who does not just identify operational bottlenecks but designs and executes fixes. By seamlessly bridging executive support and office management this role enables the CEO to focus on strategic growth while ensuring the companys operational infrastructure runs without friction.

KEY RESPONSIBILITIES

• Own the CEOs calendar end-to-end managing complex scheduling time-zone alignment and conflict resolution.
• Act as a strict gatekeeper filtering inbound requests emails and drop-ins to protect the CEOs focus time and strategic availability.
• Anticipate high-priority requirements weeks in advance ensuring the CEO is fully prepared for upcoming commitments.
• Exercise absolute discretion and sound judgment when handling sensitive proprietary or confidential matters.

Meeting Preparation Action Tracking & Follow-Through

• Prepare comprehensive agendas background context pre-reads and presentation materials ahead of internal and external meetings.
• Attend key leadership meetings to capture concise notes clear action items and decision logs.
• Drive post-meeting accountability across the executive team proactively chasing deliverables and inputs on behalf of the CEO.
• Draft executive-level communications briefs and responses on behalf of the CEO.

Office Operations Legal Compliance & Contracts

• Take end-to-end ownership of corporate facilities including lease agreements Ejari registrations property insurance policies and local business licenses.
• Manage relationship life cycles with landlords building management government authorities and legal advisors to ensure regulatory compliance.
• Oversee vendor management contract negotiations service level agreements (SLAs) and procurement for all office supplies equipment and services.
• Maintain office safety access control systems inventory tracking and facility maintenance schedules.

Cross-Functional Liaison & Stakeholder Alignment

• Serve as the central operational bridge between Business Unit Heads ensuring smooth information flow and alignment on CEO-driven initiatives.
• Identify operational gaps administrative delays or cross-departmental friction and independently implement structured solutions to fix them.
• Plan and execute corporate events team off sites board meetings and high-level client visits.

International Travel & Executive Readiness

• Coordinate seamless complex international travel itineraries including flights accommodation visas ground transport and expense reporting.

WHO IS THIS FOR

• Possess strong gatekeeping instincts and feel confident protecting an executives time without creating friction.
• Are natural problem-solvers who take full ownership of operational issues from detection to resolution.
• Balance high-level executive support with hands-on detail-heavy office and facility management.
• Possess the international mobility required to support multi-region operations seamlessly.
• Communicate with authority poise and clarity across all levels of leadership.

BEHAVORIAL EXPECTATIONS

• Solution-Driven: Sees operational friction as an immediate prompt to propose and implement a fix rather than just reporting the problem.
• Proactive & Anticipatory: Stays three steps ahead of the CEOs schedule preparing for needs before they arise.
• Firm & Diplomatic: Comfortable saying "no" or "not now" to senior stakeholders to protect CEO priorities while maintaining positive working relationships.
• Calm Under Pressure: Thrives in fast-paced changing environments without losing attention to detail.
• High Emotional Intelligence: Reads team dynamics well and navigates organizational hierarchies with tact and discretion.

QUALIFICATION AND EXPERIENCE

Required

• Minimum 5 years of experience in dual Executive Assistant and Office Management roles supporting C-suite executives or Founders.
• International Mobility: Must hold a passport eligible for visa-free travel to Europe (Candidates holding US UK or EU passports preferred due to regional office requirements).
• Facilities & Legal Expertise: Proven track record managing office leases Ejari commercial property insurance vendor contracts and trade license renewals.
• Process Improvement: Demonstrated ability to evaluate existing administrative processes identify flaws and introduce structured fixes.

Nice to Have

• Experience operating within multi-entity international or rapidly scaling organizations.
• Background in technology professional services or corporate operations.
• Hands-on experience dealing with regional government entities and free-zone/local licensing bodies.

TECHNICAL AND SOFT SKILLS

• Executive-level written and verbal communication
• Calendar and time management discipline
• Action tracking and follow-up rigor
• Stakeholder management without authority
• Strong documentation habits
• High emotional intelligence and discretion
• Ability to say no or not now appropriately
• Strong grasp of commercial contracts legal terms in vendor agreements and lease documentation
• Advanced proficiency in calendar management software task-tracking platforms and productivity suites (e.g. Microsoft 365 Google Workspace Asana)
• Process mapping and operational problem-solving capabilities
• High-level negotiation skills for vendor and service provider management

BenefitsOmnara Solutions LLC is part of a group of companies operating under the Nexus Solutions brand. At Nexus Solutions we value each team member and believe in building high-performing teams within a collaborative close-knit scale-up environment that encourages ownership accountability and long-term growth. With European roots and operations across six countries we have an established presence in Dubai and are now actively expanding our footprint in the region. As we grow we are focused on strengthening our culture with people who are driven commercially minded and committed to building strong working relationships and a shared team spirit. Our global team delivers a wide range of technology operational and consulting solutions to an increasingly complex and tightly regulated environment our clients need more than just world-class technology they need experienced partners who can guide them through regulatory operational and compliance challenges.

Why Join Us

Make an Impact: Your work will directly contribute to our organizational growth and financial health.

Collaborate Globally: Work with dynamic teams across multiple countries

Innovative Environment: We value ideas and move fast to implement improvements

Great Culture: We work hard support each other and enjoy what we do.

What We Offer

• Premium Medical Insurance: Your health and well-being are our priority.
• Performance-Based Bonuses: Annual rewards based on your contribution and impact
• Annual Flight Allowance: Financial support for your travel needs
• Corporate Benefits: Including gifts for special occasions and team-building activities
• Visa Sponsorship: Full visa support to ensure seamless work continuity.

At Nexus Solutions we value our people and foster a culture of growth collaboration and innovation. By joining our team youll be part of a company that appreciates your skills and empowers you to make a meaningful impact.

Required Skills:

Provide high-impact executive support to the CEO as a firm gatekeeper managing priorities time information flow and actionable follow-through while taking full ownership of office operations facilities compliance and administration. This role requires a proactive multi-tasker with a solution-oriented mindset: someone who does not just identify operational bottlenecks but designs and executes fixes. By seamlessly bridging executive support and office management this role enables the CEO to focus on strategic growth while ensuring the companys operational infrastructure runs without friction. KEY RESPONSIBILITIES 1. Executive Gatekeeping & Priority Management Own the CEOs calendar end-to-end managing complex scheduling time-zone alignment and conflict resolution. Act as a strict gatekeeper filtering inbound requests emails and drop-ins to protect the CEOs focus time and strategic availability. Anticipate high-priority requirements weeks in advance ensuring the CEO is fully prepared for upcoming commitments. Exercise absolute discretion and sound judgment when handling sensitive proprietary or confidential matters. 2. Meeting Preparation Action Tracking & Follow-Through Prepare comprehensive agendas background context pre-reads and presentation materials ahead of internal and external meetings. Attend key leadership meetings to capture concise notes clear action items and decision logs. Drive post-meeting accountability across the executive team proactively chasing deliverables and inputs on behalf of the CEO. Draft executive-level communications briefs and responses on behalf of the CEO. 3. Office Operations Legal Compliance & Contracts Take end-to-end ownership of corporate facilities including lease agreements Ejari registrations property insurance policies and local business licenses. Manage relationship life cycles with landlords building management government authorities and legal advisors to ensure regulatory compliance. Oversee vendor management contract negotiations service level agreements (SLAs) and procurement for all office supplies equipment and services. Maintain office safety access control systems inventory tracking and facility maintenance schedules. 4. Cross-Functional Liaison & Stakeholder Alignment Serve as the central operational bridge between Business Unit Heads ensuring smooth information flow and alignment on CEO-driven initiatives. Identify operational gaps administrative delays or cross-departmental friction and independently implement structured solutions to fix them. Plan and execute corporate events team off sites board meetings and high-level client visits. 5. International Travel & Executive Readiness Coordinate seamless complex international travel itineraries including flights accommodation visas ground transport and expense reporting. WHO IS THIS FOR This role is suited to professionals who: Possess strong gatekeeping instincts and feel confident protecting an executives time without creating friction. Are natural problem-solvers who take full ownership of operational issues from detection to resolution. Balance high-level executive support with hands-on detail-heavy office and facility management. Possess the international mobility required to support multi-region operations seamlessly. Communicate with authority poise and clarity across all levels of leadership. BEHAVORIAL EXPECTATIONS Solution-Driven: Sees operational friction as an immediate prompt to propose and implement a fix rather than just reporting the problem. Proactive & Anticipatory: Stays three steps ahead of the CEOs schedule preparing for needs before they arise. Firm & Diplomatic: Comfortable saying no or not now to senior stakeholders to protect CEO priorities while maintaining positive working relationships. Calm Under Pressure: Thrives in fast-paced changing environments without losing attention to detail. High Emotional Intelligence: Reads team dynamics well and navigates organizational hierarchies with tact and discretion. QUALIFICATION AND EXPERIENCE Required Minimum 5 years of experience in dual Executive Assistant and Office Management roles supporting C-suite executives or Founders. International Mobility: Must hold a passport eligible for visa-free travel to Europe (Candidates holding US UK or EU passports preferred due to regional office requirements). Facilities & Legal Expertise: Proven track record managing office leases Ejari commercial property insurance vendor contracts and trade license renewals. Process Improvement: Demonstrated ability to evaluate existing administrative processes identify flaws and introduce structured fixes. Nice to Have Experience operating within multi-entity international or rapidly scaling organizations. Background in technology professional services or corporate operations. Hands-on experience dealing with regional government entities and free-zone/local licensing bodies. TECHNICAL AND SOFT SKILLS Executive-level written and verbal communication Calendar and time management discipline Action tracking and follow-up rigor Stakeholder management without authority Strong documentation habits High emotional intelligence and discretion Ability to say no or not now appropriately Strong grasp of commercial contracts legal terms in vendor agreements and lease documentation Advanced proficiency in calendar management software task-tracking platforms and productivity suites (e.g. Microsoft 365 Google Workspace Asana) Process mapping and operational problem-solving capabilities High-level negotiation skills for vendor and service provider management

Required Education:

Minimum Requirement - Masterss / MBA