Executive Assistant To Director

Alternate Degree Interior Design LLC; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Alternate Degree Interior Design LLC in Dubai seeks an experienced Executive Assistant to support the directors. You will manage calendars, schedule meetings and travel, screen calls and emails, and prepare agendas and minutes.

The role requires discretion with confidential information, strong MS Office skills, excellent written and spoken English, and the ability to improve executive office processes. UAE experience and familiarity with real estate or interior design environments are preferred.

Qualifications

• Bachelor’s degree in Business Administration, Office Management, or related field.
• Professional certification in Executive/Personal Assistance desirable.
• 1–2 years as EA/PA to executive suite, UAE preferred.
• Experience in diversified group: real estate, interior design, fit-out or contracting.
• Experience managing complex calendars, travel, confidential data, and priorities.

Responsibilities

• Manages directors' calendars, appointments, meetings, and travel.
• Screens calls, emails, and correspondence and drafts responses.
• Prepares agendas, boards packs, presentations, reports, and minutes.
• Tracks actions and follows up with owners to meet deadlines.
• Handles confidential documents and files with discretion.
• Coordinates domestic and international travel, visas, itineraries.
• Supports expense reports and payment approvals following company policies.
• Organises meetings, town halls, site visits, and corporate events.
• Liaises with authorities and service providers to ensure licenses and renewals.
• Communicates decisions clearly and relays feedback to staff.
• Maintains executive contact databases and key dates with reminders.
• Identifies opportunities to improve executive office processes and SOPs.

Skills

Calendar management

Executive support

Discretion

Communication

Minute taking

Education

Bachelor’s degree in Business Administration, Office Management, Communications or a related field

Professional certification or diploma in Executive/Personal Assistance or Office Administration

Tools

Microsoft Office

Job description

Job Responsibilities

• Manages the directors calendars appointments meetings and travel resolving conflicts and prioritising requests in line with business needs
• Screens and manages calls emails and correspondence on behalf of the directors drafting responses and escalating urgent matters promptly
• Prepares meeting agendas board and management packs presentations reports and minutes circulating action points within 24 hours of each meeting
• Tracks open actions and decisions across companies and follows up with owners to ensure deadlines are met
• Handles confidential documents contracts approvals and files with complete discretion maintaining an organised and secure filing system digital and physical
• Coordinates domestic and international travel including flights visas hotels itineraries and expense reconciliation
• Supports preparation of expense reports purchase requests and payment approvals ensuring compliance with company policies
• Organises management meetings town halls client visits factory or site visits and corporate events covering logistics invitations and follow-up
• Liaises with PRO landlords authorities and service providers to ensure licences memberships and renewals are never missed
• Acts as a liaison between management and employees communicating decisions clearly and relaying feedback accurately
• Maintains contact databases executive records and key dates renewals contracts birthdays anniversaries providing timely reminders
• Identifies opportunities to improve executive office processes templates and SOPs and implements them

Education / Certifications

• Bachelor’s degree in Business Administration, Office Management, Communications or a related field.
• Professional certification or diploma in Executive/Personal Assistance or Office Administration is desirable.

Experience

• Minimum 1–2 years’ experience as an Executive Assistant or Personal Assistant to the executive suite, preferably in the UAE.
• Experience in a diversified group, real estate, interior design, fit‑out or contracting environment is preferred.
• Proven experience managing complex calendars, travel, confidential information and multiple priorities.

Knowledge & Skills

• Advanced MS Office (Outlook, Word, Excel, PowerPoint) and comfort with collaboration and e‑signature tools.
• Excellent written and spoken English; Arabic or Hindi/Urdu is an advantage.
• Strong minute‑taking, report drafting and presentation preparation skills.
• Basic understanding of budgeting, expense tracking and procurement approvals.
• Strong discretion and sound judgement in handling sensitive and confidential matters