Executive Assistant & Front Desk Coordinator

Henley and Partners; Dubai; On-site; AED 78,000 - 123,000; Full time

Job summary

Henley & Partners in Dubai is seeking an experienced Office Receptionist & Executive Assistant to act as a professional ambassador for the firm. You will manage calendars, coordinate travel, draft correspondence, and support senior leadership while ensuring a welcoming, efficient reception for visitors and clients.

The role requires 5+ years of relevant experience, excellent English communication, strong organizational skills, and proficiency with the Microsoft Office Suite.

Qualifications

• Minimum 5 years of experience.
• Previous experience in a similar position.
• Excellent English communication skills, both verbal and written.
• Strong organizational skills.
• Skilled and knowledgeable with the use of the Microsoft Office Suite - PowerPoint, Excel and Word.

Responsibilities

• Manage the Executive's calendar, appointments, meetings, and related logistics.
• Coordinate business travel arrangements, including flights, accommodation, itineraries, and expense reports.
• Draft correspondence, manage incoming matters, and liaise with senior leadership and internal teams.
• Follow up on the Executive's priorities, commitments, and deadlines.
• Attend meetings when required, take minutes, track action points, and assist with presentations and meeting preparation.
• Maintain and update the CRM system, ensuring accurate records and follow-ups.
• Welcome visitors by greeting them in person or over the telephone, ensuring a professional and friendly first impression.
• Answer and redirect inquiries, take messages, and forward calls to the appropriate employees or departments.
• Check visitors in, notify employees of their arrivals or cancellations, and direct or escort visitors to the appropriate destinations.
• Maintain employee and department directories and provide visitors with relevant information and directions.
• Schedule and confirm appointments, maintain event calendars, and coordinate meeting room bookings.
• Arrange courier services and manage incoming and outgoing mail, including sorting and distributing post.
• Maintain a safe, clean, and organized reception area in accordance with company procedures and regulations.
• Ensure continuity and effective communication across teams by documenting and communicating relevant actions, irregularities, and ongoing requirements.
• Provide administrative and executive support, including assisting with ad hoc tasks and other business requirements as needed.

Skills

English communication

Organizational skills

Tools

Microsoft Office

PowerPoint

Excel

Word

Job description

Henley & Partners in Dubai is seeking an experienced Office Receptionist & Executive Assistant to act as a professional ambassador for the firm. You will manage calendars, coordinate travel, draft correspondence, and support senior leadership while ensuring a welcoming, efficient reception for visitors and clients.

The role requires 5+ years of relevant experience, excellent English communication, strong organizational skills, and proficiency with the Microsoft Office Suite.