Executive Assistant/Personal Assistant

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

Job summary

A leading administrative support firm in Dubai is seeking an experienced Executive Secretary/Personal Assistant to provide high-level administrative support to the Managing Director. The ideal candidate will efficiently manage schedules, communications, and travel arrangements while ensuring confidentiality and assisting with special projects. A proven background supporting executives and strong organizational skills are essential for success in this role.

Qualifications

• Proven experience supporting high-level executives.
• Strong organizational and multitasking skills.
• Excellent communication, both written and verbal.
• Proficient in using office software.

Responsibilities

• Schedule and coordinate meetings and events for the MD.
• Act as the primary contact between the MD and stakeholders.
• Make travel arrangements for business trips.
• Draft, edit, and proofread various documents.
• Prepare agendas and take minutes during meetings.
• Organize and maintain files and confidential information.
• Assist the MD in prioritizing tasks.
• Ensure the executive office is well-organized.
• Support the MD in special projects.
• Manage access to the MD.
• Process and track expenses with compliance.

Skills

Organizational skills

Multitasking

Communication skills

Proficiency in MS Office Suite

Discretion

Independence

Education

Bachelor’s degree or equivalent experience

Job description

Job Title

Executive Secretary/Personal Assistant

Location

Dubai

Reports To

Managing Director

Job Summary

The Executive Secretary/Personal Assistant to the Managing Director plays a critical role in providing high‑level administrative support and ensuring the efficient operation of the executive office. The role involves handling a variety of tasks to enable the Managing Director to focus on core responsibilities.

Key Responsibilities

• Calendar Management – Schedule and coordinate meetings, appointments and events for the MD. Prioritise the MD’s calendar to ensure efficient use of time.
• Communication Management – Act as the primary point of contact between the MD and internal/external stakeholders. Screen and manage phone calls, emails and other correspondence.
• Travel Arrangements – Make travel arrangements including flights, accommodation, transportation and itineraries for the MD’s business trips.
• Document Preparation – Draft, edit and proofread documents, reports, presentations and other materials as required.
• Meeting Support – Prepare agendas, attend meetings, take minutes, and distribute meeting notes and action items.
• Information Management – Organise and maintain files, records and confidential information both electronically and physically.
• Task Prioritization – Assist the MD in prioritising tasks and managing their to‑do list.
• Office Management – Ensure the executive office is well‑organised, stocked and equipped with necessary supplies.
• Special Projects – Support the MD in various special projects and initiatives as needed.
• Gatekeeping – Manage access to the MD and ensure only relevant matters are brought to their attention.
• Expense Management – Process and track expenses, and ensure compliance with company policies.
• Confidentiality – Handle sensitive information with discretion and maintain a high level of confidentiality.

Qualifications

• Proven experience as an Executive Secretary, Personal Assistant or similar role supporting high‑level executives.
• Strong organisational and multitasking skills.
• Excellent communication, both written and verbal.
• Proficient in using office software (e.g., MS Office Suite).
• Discretion and ability to handle confidential information.
• Ability to work independently and take initiative.
• Bachelor’s degree or equivalent experience preferred.