Executive Assistant - Senior Leadership

AlFuttaim; Dubai; On-site; AED 167,400 - 245,520; Full time

Job summary

AlFuttaim is looking for an experienced Executive Assistant to support senior leadership in Dubai, UAE. This role involves managing executive calendars, coordinating travel, and ensuring smooth office operations. The ideal candidate has 5-8 years of relevant experience and a Bachelor's degree in Business Administration.

The position requires professionalism, attention to detail, and advanced skills in Microsoft Office. Opportunities for strategic involvement in projects are also included. Join AlFuttaim for a dynamic career in a diversified regional business!

Qualifications

• 5-8 years of experience as an Executive Assistant supporting senior leadership.
• Strong background in meeting coordination, minute taking, and action tracking.
• Advanced proficiency in Microsoft PowerPoint, Excel, and Outlook.

Responsibilities

• Manage complex executive calendars across meetings, appointments, deadlines, and business commitments.
• Coordinate internal and external meetings while preventing unnecessary scheduling conflicts.
• Draft, review, and organize executive communications when required.
• Maintain action trackers and monitor progress against leadership commitments.

Skills

Executive calendar management

Senior leadership support

Travel coordination

Meeting scheduling

Stakeholder coordination

Email management

Microsoft PowerPoint

Microsoft Excel

Microsoft Outlook

Education

Bachelor's degree in Business Administration or a related discipline

Job description

Job Snapshot

Role: Executive Assistant - Senior Leadership

Location: Dubai, United Arab Emirates

Industry: Executive Office

Function: Secretary-Executive Assistant

Experience: 5-8 years

Job Type: Full-time

Job Details

Country: United Arab Emirates

City: Dubai

Industry: Executive Office

Function: Secretary-Executive Assistant

Salary: 15,000-22,000 AED (estimated)

Gender: Any

Nationality: Any

Role Context

The Executive Assistant - Senior Leadership will provide high-level administrative and operational support within a complex corporate environment. The position is responsible for protecting executive time, coordinating competing priorities, organizing leadership engagements, and ensuring important decisions and commitments are followed through. Success in this role depends on discretion, sound judgment, attention to detail, and the ability to work confidently with senior executives, internal departments, external partners, and service providers.

The Executive Assistant will also support reporting, budget administration, office operations, and strategic initiatives led by the executive.

Key Responsibilities

• Manage complex executive calendars across meetings, appointments, deadlines, and business commitments.
• Assess scheduling requests and prioritize engagements according to urgency, relevance, and executive objectives.
• Coordinate internal and external meetings while preventing unnecessary scheduling conflicts.
• Arrange domestic and international travel, including flights, accommodation, transport, itineraries, and supporting documents.
• Monitor schedule changes and communicate updated arrangements promptly to relevant stakeholders.
• Protect focused working time and ensure the executive is adequately prepared for key engagements.
• Screen incoming emails, telephone calls, correspondence, and meeting requests.
• Draft, review, and organize executive communications when required.
• Identify urgent matters and elevate them without delay.
• Act as a central point of contact between the executive and internal or external stakeholders.
• Coordinate communication with leadership teams, business units, clients, suppliers, and strategic partners.
• Organize cross-functional meetings and confirm attendance, agendas, documentation, and logistical requirements.
• Maintain professional stakeholder relationships while representing the executive’s office appropriately.
• Follow up with responsible teams on agreed actions, outstanding decisions, and delivery deadlines.
• Prepare agendas, briefing notes, background documents, and supporting information for leadership meetings.
• Develop clear presentations, reports, dashboards, and executive briefing materials.
• Attend meetings when requested and record accurate minutes, decisions, responsibilities, and deadlines.
• Maintain action trackers and monitor progress against leadership commitments.
• Alert the executive to delayed deliverables, emerging risks, and unresolved issues.
• Ensure confidential records and sensitive information are handled securely.
• Organize executive files, approvals, correspondence, contracts, reports, and reference documents.
• Support smooth office operations for the executive’s department or function.
• Coordinate office requirements, supplies, facilities requests, and service providers.
• Assist with budget monitoring, invoice processing, expense claims, and financial tracking.
• Liaise with vendors and internal procurement or finance teams regarding administrative requirements.
• Maintain accurate records for expenses, purchase requests, contracts, and approved commitments.
• Support strategic projects and transformation initiatives sponsored by the executive.
• Track project milestones, dependencies, risks, and delivery dates.
• Coordinate project meetings and consolidate status updates from participating teams.
• Conduct business research and compile relevant information to support executive decisions.
• Prepare summaries and insights from reports, presentations, market information, and internal data.
• Escalate project delays, resource constraints, or unresolved dependencies appropriately.
• Anticipate executive requirements and address routine matters before they affect productivity.
• Manage several priorities simultaneously while preserving accuracy and professionalism.
• Apply discretion and good judgment when working with confidential business or employee matters.
• Maintain effective communication across a large, matrix organizational structure.
• Support additional executive administration and coordination duties according to business needs.

Ideal Profile

• Bachelor's degree in Business Administration or a related discipline.
• 5-8 years of experience as an Executive Assistant supporting senior leadership.
• Previous experience within a large, diversified, or matrix organization is advantageous.
• Proven capability in complex calendar management and executive scheduling.
• Experience arranging business travel and preparing detailed itineraries.
• Strong background in meeting coordination, minute taking, and action tracking.
• Ability to create polished presentations, reports, and briefing documents.
• Advanced proficiency in Microsoft PowerPoint, Excel, and Outlook.
• Strong written and verbal communication skills.
• Excellent organizational ability and disciplined time management.
• High level of professionalism, confidentiality, and personal integrity.
• Ability to interact confidently with senior leaders and external stakeholders.
• Strong judgment when handling sensitive information and competing priorities.
• Ability to work independently and take ownership of assigned responsibilities.
• Careful attention to detail across documents, schedules, and executive communications.
• Experience supporting budgets, expenses, vendors, and office administration.
• Ability to monitor projects and elevate risks or delays appropriately.
• Comfortable working under pressure in a fast-moving corporate environment.
• Proactive mindset with the ability to anticipate requirements.
• Collaborative approach when coordinating across departments and business units.

Skills Set

• Executive calendar management
• Senior leadership support
• Travel coordination
• Meeting scheduling
• Stakeholder coordination
• Executive communications
• Email management
• Correspondence management
• Agenda preparation
• Meeting minutes
• Action tracking
• Executive presentations
• Briefing materials
• Report preparation
• Microsoft PowerPoint
• Microsoft Excel
• Microsoft Outlook
• Confidential document management
• Expense administration
• Budget tracking
• Vendor coordination
• Office operations
• Strategic project support
• Project timeline monitoring
• Business research
• Decision support
• Cross-functional coordination
• Time management
• Priority management
• Professional discretion

Company

Al‑Futtaim is a diversified regional business headquartered in Dubai, United Arab Emirates, with operations across automotive, financial services, real estate, retail, and healthcare.