Executive Assistant

Antal International; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A recruitment agency in Dubai is seeking an experienced Personal Assistant to manage office operations and provide administrative support to high-net-worth individuals. Responsibilities include front desk management, procurement tasks, and coordination of HR functions. The ideal candidate has 3-7 years of experience supporting executives, strong organizational skills, and fluency in English. This role offers an opportunity to work in a dynamic environment while assisting with personal and professional requirements.

Qualifications

• 3-7 years of experience as a Personal Assistant, Executive Assistant, or Office Administrator.
• Experience supporting HNIs or C-suite executives is an advantage.
• Fluency in English (spoken and written); additional languages are a plus.

Responsibilities

• Manage front desk operations and greet visitors.
• Handle customer inquiries via phone and email.
• Oversee procurement tasks like Local Purchase Orders.
• Coordinate scheduling of interviews and support for HR.
• Arrange travel and manage calendars for the HNI.

Skills

Organizational skills

Communication

Interpersonal skills

Discretion and confidentiality

MS Office Suite proficiency

Procurement systems

Education

Bachelor’s degree preferred

Tools

Esker

Job description

Key Responsibilities

Administrative & Office Management:

• Manage front desk operations, greet and assist visitors, and oversee incoming/outgoing mail, shipments, and couriers.
• Handle customer and stakeholder inquiries promptly via telephone and email.
• Ensure office environment remains clean, organized, and professional at all times.
• Manage office and household supplies, including groceries, stationery, and operational requirements.
• Maintain organized filing systems for documents such as customer agreements, licenses, certifications, and reports.

Procurement & Finance Support:

• Prepare and process Local Purchase Orders (LPOs) and Purchase Orders (POs) as instructed.
• Verify invoices and upload them to the Esker system for processing.
• Maintain Pluto card records and transaction data.
• Handle petty cash management and maintain proper records.

Logistics & Coordination:

• Create and manage passes (Individual, Tool, Inbound, and Outbound).
• Prepare invoices and packing lists for international couriers, including chemical samples.
• Track couriers to ensure timely delivery and accurate record-keeping.

HR & Recruitment Support:

• Coordinate with HR to schedule interviews, send confirmations, and provide logistical support to candidates.

Personal Support (as required by HNI):

• Coordinate travel arrangements, itineraries, and accommodation bookings.
• Manage calendars, appointments, and meeting schedules.
• Provide assistance with personal errands and household administration when necessary.

Key Skills & Attributes

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• High level of discretion and confidentiality.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with procurement systems (e.g., Esker) is an advantage.
• Ability to work independently with minimal supervision.

Qualifications & Experience

• Bachelor’s degree preferred.
• 3–7 years of experience as a Personal Assistant, Executive Assistant, or Office Administrator (experience supporting HNIs or C-suite executives is an advantage).
• Fluency in English (spoken and written); additional languages are a plus.