Executive Assistant & Office Manager – Abu Dhabi HQ

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

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.