Executive Assistant - Arabic Speaker

Dubai Department of Economy and Tourism; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A governmental department in Dubai is looking for an Administrative Assistant to provide support to the CEO. Responsibilities include managing correspondence, scheduling meetings, and coordinating events. Strong skills in office software and communication are required. The role involves maintaining office operations efficiency and supporting team needs.

Qualifications

• Proficient in using office software, including email, spreadsheets, and databases.
• Strong communication skills for correspondence and greeting visitors.
• Ability to manage calendars and arrange travel.

Responsibilities

• Provide administrative support to the CEO and department team members.
• Schedule and prioritize appointments and meetings.
• Organize internal and external meetings, record minutes, and manage filing systems.

Job description

Job Objective

Provide administrative support to CEO including organizing and planning office operations in order to ensure office operations effectiveness and efficiency

Functional Role

Office Correspondence

• Compose, prepare all related correspondence using a range of office software, including email, spreadsheets and databases;
• Proofread and disseminate correspondences to the related internal and external parties;
• Provide administrative and clerical support to department’s team members;
• Receive and screen incoming calls, greet visitors and handle their inquiries or direct them to the appropriate persons according to their needs;
• Follow‑up any issue internally concerning HR related matters for office staff, e.g. attendance, visa processes, medical insurance, etc.

Calendar Management

• Schedule; prioritize appointments, ensuring that meetings, deadlines and other duties of the CEO office are carried out seamlessly;
• Handle, coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records;
• Alert line managers about cancelations or new meetings and maintain calendar up to date.

Meetings & Events

• Organize and coordinate internal and external meetings, conferences, conference calls, etc. as requested by the CEO or for the department.
• Ensure meeting agenda is shared with all related parties, attend meetings, record meeting minutescirculate on all involved parties;

Records Management

• Setting up and manage both electronic and paper filing systems;
• File and retrieve corporate documents, records, and reports.

General Tasks

• Maintain office supplies of stationery and equipment suffice;
• Perform any other job‑related duties and responsibilities as designated by the line manager.