Executive Assistant - Dubai, UAE

Siemens Mobility; Dubai; On-site; AED 223,000 - 335,000; Full time

Benefits offered by this job

Diverse and inclusive culture

Continuous learning opportunities

Remote-friendly with flexible time

Job summary

Siemens Mobility in the UAE is seeking an Executive Assistant to support business operations and enable our teams to deliver excellence across the UAE.

Expect to proactively manage calendars and travel, organize meetings and events, handle communications, prepare reports, and maintain CRM data. The ideal candidate has 5–7 years in administration, excellent English, strong MS Office skills, and the ability to work independently in a fast-paced environment; German is preferred.

Qualifications

• 5–7 years of experience in administration, office management, or executive support.
• Excellent written and verbal English; German language skills preferred.
• Strong planning, organizational and scheduling abilities with attention to detail.

Responsibilities

• Proactively drive and execute all administrative tasks to support the business and office operations.
• Organize customer meetings, local conferences, trade fairs, and internal/external events.
• Manage incoming calls, emails, and correspondence; respond and direct inquiries.
• Schedule resources, meetings, rooms, equipment, and business activities.
• Coordinate business travel and handle related expense claims.
• Prepare memos, documents, presentations, reports, and correspondence.
• Maintain database filing systems and documentation per company requirements.
• Coordinate onboarding and offboarding activities with IT and People teams.
• Support commercial activities like PO creation, vendor requests, and asset records.
• Assist sales/training activities with prequalification documents and meetings.

Skills

Executive support

Calendar management

Communications

Organizational skills

MS Office

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

We empower our people to stay resilient and relevant in a constantly evolving world. We're looking for people who are always searching for creative ways to grow and learn. People who want to make a real impact, now and in the future. Does that sound like you? Then it seems like you'd make an outstanding addition to our vibrant international team.

Siemens Digital Industries is a leading innovator in automation and digitalization. Our mission is to support customers in maximizing growth, profit opportunities, and sustainability in the discrete and process industries.

Join our Digital Industries team as the Executive Assistant and help us transform the everyday by supporting our business operations and enabling our teams to deliver excellence to customers across the UAE.

You'll make an impact by:

• Proactively driving and executing all administrative tasks required to support the business and ensure smooth office operations.
• Organizing customer meetings, local conferences, trade fairs, and periodic internal and external events.
• Managing incoming telephone calls, emails, and correspondence, responding to inquiries, and directing communications appropriately.
• Scheduling and coordinating resources including meetings, appointments, rooms, equipment, and business-related activities.
• Organizing, planning, and booking business travel arrangements and handling related expense claims.
• Preparing and composing complex memos, documents, presentations, reports, spreadsheets, and business correspondence.
• Maintaining database filing systems and controlled documentation in accordance with company requirements.
• Implementing and managing administrative processes in line with Siemens policies and directives.
• Coordinating new hire onboarding and employee offboarding activities, including equipment requests and setup, in collaboration with IT and People & Organization teams.
• Supporting commercial activities such as purchase order creation and revisions, customer and vendor creation requests, and maintaining asset records.
• Supporting sales activities through preparation of prequalification documents, tender submissions, customer meetings, and training arrangements.
• Organizing customer relationship activities including events, promotional initiatives, customer engagement programs, and NPS-related activities.
• Maintaining and updating customer information within CRM tools based on sales team inputs.
• Supporting business planning and management activities through preparation of strategy presentations, business review decks, and management reports.
• Supporting marketing initiatives including customer references, social media campaigns, webinars, and related promotional activities.

Your success is grounded in:

• 5 - 7 years of experience in administration, office management, executive assistance, or a related support function.
• Strong planning, organizational, and scheduling skills with attention to detail.
• Excellent written and verbal communication skills in English. German language skills are preferred.
• Strong interpersonal and relationship-building capabilities.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to work independently and efficiently in a fast-paced environment.
• A proactive mindset, strong ownership, and the ability to manage multiple priorities simultaneously.
• Experience supporting commercial, sales, or operational activities will be considered an advantage.

You’ll benefit from

• Diverse and inclusive culture.
• An environment where everyone can bring their whole self and feel a sense of belonging.
• Continuous learning and development opportunities.
• Exposure to a dynamic business environment within a global technology leader.
• The opportunity to work closely with business leadership and contribute to the growth of Digital Industries in the UAE.

Transform the everyday with us

We value your outstanding identity and perspective and are fully committed to providing equitable opportunities and building a workplace that reflects the diversity of society. Come bring your authentic self and create a better tomorrow with us.

We celebrate the fact that our people are individuals and have different preferences and needs. If we all thought the same, we would never think of anything new! That’s why we recruit extraordinary minds from all walks of life. We are committed to furthering our culture of diversity, equity and inclusion. We encourage applications from a diverse talent pool and are happy to give the opportunity to discuss flexibility and reasonable adjustment requirements. Many of our teams are working optimally in a remote, virtual adding to our ability to offer more flexibility on how you handle your time.

Please note: Only complete applications can be considered in the selection process.