Executive Assistant / Office Administrator

Elile.Ai; Abu Dhabi; On-site; AED 167,000 - 246,000; Full time

Benefits offered by this job

Medical insurance

Annual leave

Full UAE labour law benefits

Growth opportunities

Job summary

Elile.Ai in Abu Dhabi is seeking an experienced Executive Assistant / Office Administrator to be the operational backbone of the headquarters. You will support the CEO and leadership team, manage calendars across time zones, arrange travel, and oversee day-to-day office operations.

You will handle visa coordination with government entities, PRO services, and UAE regulatory tasks, while maintaining confidentiality and professional communication with internal teams and external partners.

Qualifications

• 3–5 years of experience as an Executive Assistant, Office Administrator, or in a comparable role with experience in Abu Dhabi specifically
• Strong command of written and spoken English; Arabic language skills are a meaningful advantage
• Demonstrable understanding of UAE administrative and regulatory processes — visa sponsorship, MOL/MOHRE, free zone regulations, and PRO coordination
• High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace
• Exceptional organisational skills and meticulous attention to detail — nothing falls through the cracks
• Proven ability to manage multiple priorities in a fast-paced, dynamic environment
• Absolute discretion in handling sensitive business and personnel information

Responsibilities

• Manage calendars, scheduling, and meeting coordination for the CEO and leadership team across multiple time zones
• Prepare agendas, briefing notes, meeting minutes, and action item trackers for internal and external meetings
• Handle correspondence on behalf of leadership - drafting, proofreading, and managing communications professionally
• Arrange travel logistics including flights, hotels, visa requirements, and detailed itineraries
• Prepare presentations, reports, and documents for leadership, client meetings, and stakeholder engagements
• Track cross-departmental priorities and follow up on action items to ensure timely delivery
• Manage the day-to-day operations of the Abu Dhabi office — facilities, supplies, vendors, and utilities
• Liaise with government entities and PRO services for visa processing, licence renewals, and regulatory compliance documentation
• Handle UAE-specific administrative matters, employee visa coordination, Emirates ID, medical insurance, and MOL/MOHRE correspondence
• Coordinate with the People & Operations team on onboarding logistics for new hires and contractors
• Process expense claims, petty cash, and invoice coordination in liaison with the Finance team
• Maintain organised systems for company documentation, records, and filing
• Plan and coordinate team meetings, company events, and executive visits
• Act as the first point of contact for office visitors, partners, and external stakeholders - representing Elile with professionalism
• Manage internal communications between the CEO's office and departments including Operations, HR, Finance, and Business Development
• Handle sensitive and confidential information across all aspects of the role with absolute discretion

Skills

Calendar management

Discretion

Multitasking

Communication

Tools

Microsoft Office Suite

Google Workspace

PRO coordination

Job description

ROLE OVERVIEW

We are looking for a polished and proactive Executive Assistant / Office Administrator to be the operational backbone of our Abu Dhabi headquarters. This is a hands-on, dual-function role - part executive support, part office management, and the right person will be equally comfortable coordinating a leadership meeting and handling a government visa application.

You will support the CEO and multiple department heads, manage the day-to-day running of the Abu Dhabi office, and serve as the central point of contact for both internal teams and external stakeholders. You bring professionalism, discretion, and calm efficiency to everything you touch.

KEY RESPONSIBILITIES

Executive Support

• Manage calendars, scheduling, and meeting coordination for the CEO and leadership team across multiple time zones
• Prepare agendas, briefing notes, meeting minutes, and action item trackers for internal and external meetings
• Handle correspondence on behalf of leadership - drafting, proofreading, and managing communications professionally
• Arrange travel logistics including flights, hotels, visa requirements, and detailed itineraries
• Prepare presentations, reports, and documents for leadership, client meetings, and stakeholder engagements
• Track cross-departmental priorities and follow up on action items to ensure timely delivery

Office Administration

• Manage the day-to-day operations of the Abu Dhabi office — facilities, supplies, vendors, and utilities
• Liaise with government entities and PRO services for visa processing, licence renewals, and regulatory compliance documentation
• Handle UAE-specific administrative matters, employee visa coordination, Emirates ID, medical insurance, and MOL/MOHRE correspondence
• Coordinate with the People & Operations team on onboarding logistics for new hires and contractors
• Process expense claims, petty cash, and invoice coordination in liaison with the Finance team
• Maintain organised systems for company documentation, records, and filing
• Plan and coordinate team meetings, company events, and executive visits

Stakeholder & Communication Management

• Act as the first point of contact for office visitors, partners, and external stakeholders - representing Elile with professionalism
• Manage internal communications between the CEO's office and departments including Operations, HR, Finance, and Business Development
• Handle sensitive and confidential information across all aspects of the role with absolute discretion

QUALIFICATIONS & REQUIREMENTS

• 3–5 years of experience as an Executive Assistant, Office Administrator, or in a comparable role with experience in Abu Dhabi specifically
• Strong command of written and spoken English; Arabic language skills are a meaningful advantage
• Demonstrable understanding of UAE administrative and regulatory processes — visa sponsorship, MOL/MOHRE, free zone regulations, and PRO coordination
• High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace
• Exceptional organisational skills and meticulous attention to detail — nothing falls through the cracks
• Proven ability to manage multiple priorities in a fast-paced, dynamic environment
• Absolute discretion in handling sensitive business and personnel information

Preferred

• Prior experience supporting C-suite or senior leadership in a technology, professional services, or consulting environment
• Familiarity with coordinating across remote, distributed teams spanning multiple time zones
• Experience with ADGM, ADJD, or ADCD free zone administrative requirements
• Arabic language proficiency for government and stakeholder interactions

WHO YOU ARE

• You are organised by nature, your systems are clean, your follow-ups are timely, and nothing gets lost on your watch
• You carry yourself with professionalism in every interaction — written, verbal, and in person
• You anticipate what is needed before being asked and act on it without waiting for direction
• You are discreet. You understand that confidentiality is a professional value, not just a policy
• You are calm and resourceful when things do not go to plan — you find solutions, not excuses
• You thrive in a role where no two days look the same and you are the person everyone counts on

WHAT WE OFFER

• Competitive tax-free compensation aligned to Abu Dhabi market rates
• A central, visible role in a high-growth technology company with direct access to senior leadership
• An international, collaborative, and ambitious team environment
• Medical insurance, annual leave, and full benefits as per UAE Labour Law
• Professional growth and development opportunities as the company scales
• Applications are treated with strict confidentiality. Only shortlisted candidates will be contacted.