Executive Assistant - Noatum Logistics (UAE nationals)

AD Ports Group; Abu Dhabi; On-site; AED 120,000 - 180,000; Full time

Job summary

AD Ports Group, through Noatum Logistics, is seeking a strategic Executive Assistant to support the Managing Director. You will manage complex calendars, coordinate high‑level meetings, and handle sensitive communications with discretion and professionalism.

In a fast‑paced, multicultural setting you will liaise with internal teams and external partners across the global network, contribute to efficient operations, travel coordination, and ad‑hoc projects, while upholding confidentiality.

Qualifications

• Bachelor’s degree or equivalent in Business Administration, Management, or related field.
• Minimum 5–7 years in an administrative or Personal Assistant role, preferably supporting senior leadership.

Responsibilities

• Manage and optimize the Managing Director’s calendar, scheduling meetings, appointments, and events.
• Coordinate complex travel arrangements, including visas, accommodations, and itineraries.
• Anticipate scheduling conflicts and proactively resolve them.
• Handle incoming calls, emails, and correspondence with discretion and professionalism.
• Draft, review, and distribute communications on behalf of the Managing Director.
• Maintain confidentiality of all sensitive information at all times.
• Prepare agendas, presentations, and meeting materials as required.
• Record and distribute accurate meeting minutes and track action items.

Skills

Calendar management

Travel coordination

Stakeholder management

Discretion & confidentiality

Education

Bachelor's degree in Business Administration or related field

Job description

We are seeking a visionary professional to lead strategic growth, cultivate high-value partnerships, and guide the future of our Logistics division in the capacity Executive Assistant. The ideal candidate will demonstrate dynamic leadership, a keen ability to identify new opportunities, influence key stakeholders, and consistently achieve measurable outcomes. This role presents an opportunity to contribute meaningfully to the advancement of our organization.

About The Noatum Logistics

Noatum Logistics, part of AD Ports Group, is a leading company in Supply Chain Management with global coverage positioned in the Top 50 freight forwarders worldwide. Noatum Logistics acts as a global client-centered logistics operator providing integrated value-added solutions for the supply chain of all its clients and is a specialist in international transport, project cargo, logistics and customs. With an innovative character, we offer specific, integrated, complex and added-value responses to our client's supply chain, prioritizing a long-term relationship of trust and confidence to guarantee success. We are present in 33 countries through our team of over 1,680 professionals with great experience in our sector, always putting our motto “Excellence in Logistics Services” into practice by providing high-quality services to our customers.

Job Purpose

This position acts as a trusted partner to the Managing Director, managing complex schedules, coordinating high-level meetings, and handling sensitive communications with utmost discretion and professionalism. The Executive Assistant is responsible for maintaining the highest standards of confidentiality, organization, and efficiency, enabling the Managing Director to focus on core leadership responsibilities and strategic decision-making. Operating in a dynamic, fast-paced, and multicultural environment, the Executive Assistant liaises with internal teams and external partners across AD Ports Group’s global network. The role requires proactive problem-solving, meticulous attention to detail, and the ability to prioritize competing demands.

Key Responsibilities

• Manage and optimize the Managing Director’s calendar, scheduling meetings, appointments, and events.
• Coordinate complex travel arrangements, including visas, accommodations, and itineraries.
• Anticipate scheduling conflicts and proactively resolve them.
• Handle incoming calls, emails, and correspondence with discretion and professionalism.
• Draft, review, and distribute communications on behalf of the Managing Director.
• Maintain confidentiality of all sensitive information at all times.
• Prepare agendas, presentations, and meeting materials as required.
• Record and distribute accurate meeting minutes and track action items.
• Maintain organized records and files for reference and compliance.
• Liaise with internal teams and external partners to ensure smooth workflow and timely follow-up on action items.
• Coordinate with vendors and support procurement processes as needed.
• Assist with expense tracking and budget-related administrative tasks.
• Support marketing initiatives and assist in the planning and execution of events.
• Contribute to ad-hoc projects and special assignments as directed by the Managing Director.
• Bachelor’s degree or equivalent experience in Business Administration, Management, or a related field.
• Minimum 5–7 years in an administrative or Personal Assistant role, preferably supporting senior leadership.