Executive Assistant to Legal & Compliance Leader (AI-Driven)

Abbott; Dubai; On-site; AED 180,000 - 300,000; Full time

Job summary

Abbott in Dubai is seeking an Executive Assistant to provide strategic administrative and project support to the DVP & Associate General Counsel International Legal Operations and senior Legal & Compliance leaders. You will manage complex calendars, coordinate multi-country meetings, travel, and prepare documentation.

The role requires exceptional communication, project coordination, and proficiency with Microsoft 365 applications.

Qualifications

• Bachelor’s degree or equivalent professional qualification.
• Minimum 5 years of experience supporting senior executives, preferably within a multinational corporation.
• Experience supporting Vice President, General Counsel, Regional Director or equivalent executive-level leaders.
• Experience working in legal, compliance, professional services, financial services, healthcare or other highly regulated environments is preferred.
• Proven experience managing multiple priorities across international and culturally diverse teams.

Responsibilities

• Manage highly complex and frequently changing calendars for senior legal and compliance leadership.
• Coordinate meetings across multiple countries, time zones and stakeholders.
• Prioritize meeting requests and proactively resolve scheduling conflicts.
• Organize internal and external meetings, leadership offsites, workshops, and regional team events.
• Prepare agendas, meeting materials, pre-read packs, briefing documents, and follow-up action trackers.
• Attend meetings when required and prepare accurate meeting minutes and action summaries.
• Monitor and follow up on key deliverables and commitments arising from meetings.
• Act as a key point of contact for internal and external stakeholders on behalf of senior leaders.
• Coordinate all domestic and international travel arrangements, including flights, hotels, visas, ground transportation, meeting logistics, and itineraries.
• Prepare comprehensive travel packs and briefing materials.
• Process expense reports accurately and in accordance with company policies.
• Track approvals and ensure timely reimbursement and expense reconciliation.
• Support budget administration and monitoring for departmental activities.
• Coordinate the preparation and distribution of legal and compliance reports, presentations, dashboards and periodic updates.
• Support the organization and management of legal department records, documentation and filing systems.
• Assist with document management, contract administration, signatures and approval workflows.
• Coordinate legal and compliance training sessions, workshops and regional meetings.
• Support compliance and governance processes, including tracking action items, certifications, training completion and periodic reporting.
• Maintain strict confidentiality regarding privileged, commercially sensitive and personal information.
• Support the Legal and Compliance team to manage assigned cross-functional projects and departmental initiatives from planning through execution.
• Develop project timelines, trackers, reporting dashboards and status updates.
• Coordinate stakeholders and follow up on deliverables to ensure objectives are completed on time.
• Support annual planning activities, department objectives and operational reviews.
• Identify opportunities to improve processes, increase efficiency and enhance collaboration across the team.
• Develop and maintain standard operating procedures, templates and administrative best practices.
• Prepare sophisticated executive-level PowerPoint presentations, reports, dashboards and visual communications.
• Transform complex legal, compliance, and business information into professional and engaging presentation materials.
• Draft, edit, proofread and format correspondence, reports, policies, presentations and other business documents.
• Ensure consistency, accuracy, and professionalism across all communications.
• Maximize the use of Microsoft 365 tools including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, Planner and Copilot.
• Create and maintain automated workflows, document repositories, trackers and collaboration tools.
• Identify opportunities to leverage AI and digital solutions to improve productivity and efficiency.
• Develop, configure, and manage Copilot-based agents and automated solutions to support recurring administrative, reporting, and project management activities.
• Act as a technology champion for the Legal & Compliance team, promoting adoption of new digital tools and best practices.
• Coordinate onboarding activities for new team members.
• Facilitate office access, visitor management and administrative logistics as required.
• Maintain departmental records and organizational charts.
• Coordinate procurement of office supplies and other administrative requirements.
• Provide back-up support to other administrative professionals when needed.

Skills

Executive support

Calendar management

Communication

Project coordination

MS 365 advanced

PowerPoint expert

Excel data analysis

Stakeholder management

Discretion & confidentiality

Multinational experience

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

Copilot

SharePoint

OneDrive

Job description

Abbott in Dubai is seeking an Executive Assistant to provide strategic administrative and project support to the DVP & Associate General Counsel International Legal Operations and senior Legal & Compliance leaders. You will manage complex calendars, coordinate multi-country meetings, travel, and prepare documentation.

The role requires exceptional communication, project coordination, and proficiency with Microsoft 365 applications.