Executive Assistant - Special Projects

Atlantis; Dubai; On-site; AED 134,000 - 201,000; Full time

Job summary

Atlantis Resorts in Dubai seeks an Executive Assistant - Special Projects to provide high-level administrative and project coordination support to the VP, Special Projects. The role involves managing complex calendars, coordinating meetings with senior stakeholders, and handling financial processes related to CAPEX and procurement.

The ideal candidate has at least 3 years of executive support experience, strong English communication, and exceptional organizational skills to navigate multiple

Qualifications

• University degree required.
• Minimum 3 years of executive support or senior administrative experience.
• Strong organizational skills and ability to handle confidential information.

Responsibilities

• Provide day-to-day administrative support to the VP, Special Projects.
• Manage complex executive calendar with internal and external stakeholders.
• Coordinate meetings with executives, consultants, agencies, suppliers, and project partners.
• Organize conference calls, presentations, and briefs.
• Prepare agendas, reports, and documentation in advance.
• Maintain an executive task tracker and follow up on commitments.
• Arrange domestic and international travel and visa requirements.
• Track approvals, procurement documents, and payment submissions.
• Coordinate IT equipment and office logistics for the Special Projects team.

Skills

Executive support

Calendar management

Meeting management

Travel coordination

Email management

Stakeholder coordination

Presentation preparation

Office administration

Documentation control

Education

University degree

Tools

Microsoft Office

Job description

Executive Assistant - Special Projects Job Snapshot

Role: Executive Assistant - Special Projects

Location: Dubai, United Arab Emirates

Industry: Hospitality

Function: Executive Support

Experience: 3 years

Job Type: Full-time

Position Overview Executive Assistant - Special Projects in Dubai, United Arab Emirates is a Hospitality opportunity at Atlantis Resorts providing high-level administrative, organizational, and project coordination support to the VP, Special Projects.

Job Details Country: United Arab Emirates City: Dubai Industry: Hospitality Function: Executive Support Salary: 12000-18000 Estimated salary range based on similar jobs in the job city; please confirm the final offer with the employer. Gender: Any Candidate Nationality: Any Job Type: Full-time

Role Context The Executive Assistant serves as the organizational anchor for the office of the VP, Special Projects, coordinating a broad range of executive, administrative, financial, and project-related activities.

The position requires visibility across multiple business priorities and frequent interaction with senior executives, internal departments, consultants, agencies, suppliers, and contractors.

Beyond conventional executive administration, the role supports the operational mechanics behind special projects.

Purchase orders, payment submissions, CAPEX monitoring, permits, site access, executive visits, approvals, and project follow-ups must be progressed accurately and on schedule.

Effective performance enables senior leadership to concentrate on strategic priorities while maintaining control over actions, deadlines, documentation, and stakeholder commitments.

Key Responsibilities

• Provide comprehensive day-to-day administrative support to the VP, Special Projects.
• Manage a complex executive calendar involving internal and external stakeholders.
• Coordinate meetings with executives, consultants, agencies, suppliers, and project partners.
• Organize conference calls, presentations, briefings, and business discussions.
• Review incoming communications and ensure urgent matters reach the appropriate person promptly.
• Organize executive email correspondence and track messages requiring decisions or follow-up.
• Act as a communication link between the Special Projects team and relevant operational departments.
• Prepare meeting agendas, reports, correspondence, presentations, and supporting documentation in advance.
• Record meeting notes and produce clear action lists when required.
• Maintain an executive task tracker and follow up on outstanding commitments.
• Monitor deadlines and ensure agreed actions progress within required timeframes.
• Arrange domestic and international travel schedules, reservations, and visa requirements.
• Coordinate arrival programs, agendas, transportation, meetings, and related requirements for visiting Kerzner executives.
• Prepare reimbursement, entertainment, complimentary, room upgrade, and other internal administrative forms.
• Raise purchase orders and coordinate supporting documentation for procurement requirements.
• Prepare payment submissions and liaise with Finance regarding processing.
• Track CAPEX expenditure and assist with budget reallocations where required.
• Obtain required approvals for purchase orders, travel requests, requisitions, and other business submissions.
• Provide administrative coordination for contractors and consultants supporting special projects.
• Arrange permits, site access, and other logistical requirements for external project stakeholders.
• Monitor departmental reporting deadlines and ensure required reports are submitted on time.
• Coordinate with IT teams to maintain reliable laptops, computers, telephones, and other office technology.
• Maintain current executive, business, supplier, and stakeholder contact information.
• Manage departmental personnel files and administrative records systematically.
• Prioritize multiple assignments and projects according to urgency and business impact.
• Follow unresolved issues through to completion rather than allowing actions to remain outstanding.
• Handle commercially sensitive and confidential information with appropriate discretion.
• Maintain an organized and responsive office environment for the Special Projects function.

Ideal Profile

The successful candidate should hold a university degree and have at least 3 years of relevant executive support, senior administration, project administration, or comparable professional experience. Exceptional organization and time management are essential because the position coordinates multiple executive priorities, meetings, approvals, travel requirements, financial processes, and project-related actions simultaneously. Candidates must demonstrate meticulous attention to detail and a high level of confidentiality when handling executive correspondence, business documentation, financial information, personnel records, and sensitive project matters. A strong command of written and spoken English is required, together with confident computer skills and the ability to prepare professional correspondence, reports, presentations, trackers, and administrative documentation.

Skills Set

• Executive support
• Executive calendar management
• Special projects administration
• Senior stakeholder coordination
• Meeting management
• Executive correspondence
• Email management
• Travel coordination
• Visa coordination
• Executive visit planning
• Agenda preparation
• Meeting minutes
• Action tracking
• Task management
• Presentation coordination
• Report preparation
• Purchase orders
• Payment submissions
• CAPEX tracking
• Budget reallocation support
• Finance coordination
• Requisition approvals
• Contractor coordination
• Consultant support
• Permit coordination
• Site access administration
• Personnel filing
• Records management
• Confidential information management
• Microsoft Office
• Office administration
• IT equipment coordination
• Time management
• Multi-project coordination
• Stakeholder communication

Why Join Us

This opportunity provides exposure beyond traditional executive administration, combining senior leadership support with special projects, financial coordination, consultants, contractors, and cross-functional resort operations. Atlantis Resorts offers an environment where strong executive support professionals can deepen their commercial and project administration capabilities while gaining visibility across complex business initiatives and pursuing further development within an international luxury Hospitality organization.

About the Company

Atlantis Resorts operates Atlantis, The Palm and Atlantis The Royal in Dubai as part of Kerzner International. Behind its luxury accommodation, dining, entertainment, leisure, and guest experiences is an extensive corporate and operational infrastructure, where specialist teams coordinate strategic projects and business initiatives that support the continued development of both resorts.