Executive Assistant to the CEO / Administration Manager

MX Consultancy FZE; Dubai; On-site; AED 201,000 - 312,000; Full time

Job summary

MX Consultancy FZE in the United Arab Emirates seeks an experienced executive assistant and HR administrator to support the CEO, manage UAE office operations, and coordinate government relations and license/visa renewals. The role requires discretion, diplomacy, and the ability to handle sensitive documents.

The successful candidate will manage calendars, travel, recruitment coordination, onboarding/offboarding, and maintain HR records in line with UAE regulations.

Qualifications

• Bachelor's degree in HR, Business Administration or related field.
• Valid UAE driving license and driving experience.
• Working knowledge of UAE labour law and UAE visa/trade license renewal procedures.
• Proficiency in MS Office and HR/payroll systems.

Responsibilities

• Executive Support: Manage CEO calendar, meetings and travel arrangements including visa, hotel and transport. Prepare board materials and follow-up items.
• Correspondence and Records: Prepare correspondence, reports, and minutes; handle confidential documents.
• HR Administration: Support recruitment, onboarding/offboarding, HR records, payroll input and contracts. Ensure UAE labour law compliance.
• Office Management: Oversee UAE office operations, vendor coordination, facilities, budgets and filing.
• Government Relations: Manage renewals of trade licenses, Emirates ID, labor cards, liaise with authorities and free zones.

Skills

Executive support

HR administration

Office management

Government relations

Education

Bachelor's degree in HR or Business Admin

Tools

MS Office

Job description

Position Purpose

Provide direct executive support to the CEO of an international aviation group, combined with day-to-day human resources administration and management of the UAE offices, including government relations and the renewal of company licenses and employee visas. The position is the trusted point of coordination between the CEO and internal and external parties, and calls for a high level of discretion, maturity, diplomacy and judgment.

Key Responsibilities

• Executive Support: Manage the CEO's calendar, meetings and international travel, including visa, hotel and transport arrangements. Prepare board presentations, briefing notes and follow-up action items.


• Correspondence and Records: Prepare correspondence, reports, memoranda and letters on the CEO's behalf. Handle the CEO's confidential correspondence and records. Compile minutes of meetings and follow up on agreed action points. Maintain the confidentiality of corporate records and sensitive documents at all times.


• HR Administration: Support the full employee lifecycle: recruitment coordination and interview scheduling, onboarding and offboarding, employee files and HR records, leave and attendance records, payroll input and HR documentation such as offer letters, contracts and certificates. Help keep HR practice in line with UAE labour regulations.


• Office Management: Manage the day-to-day running of the UAE offices: office supplies and facilities, vendor and service-provider coordination, courier and document handling, visitor and meeting logistics, office budgets and petty cash, and orderly filing of company documentation.


• Government Relations and Renewals: Handle the renewal of trade licenses, establishment cards, employee visas, labour cards and Emirates ID, working through the relevant free zone and government portals. Liaise with government authorities, free zone authorities, banks and service providers, and assist with regulatory filings and supporting documentation.

Qualifications

• Bachelor's degree in Human Resources, Business Administration or a related field.


• Valid UAE driving license and driving experience is a must.


• Working knowledge of UAE labour law and of visa, Emirates ID and trade license renewal procedures.


• Proficiency in MS Office and in HR and payroll systems.

Experience

• Three or more years of combined experience as an Executive Assistant, HR Manager or in a similar senior administrative role.


• Experience supporting C-level executives in a multi-entity or multinational group.


• Hands-on experience with UAE government and free zone portals and with PRO and document-clearing processes.

Competencies

• Excellent organisational, communication and multitasking abilities.


• Excellent written and spoken English.


• High integrity and discretion, with the ability to operate in a fast-paced, multicultural environment.


• Sound judgment and diplomacy in dealing with senior internal and external stakeholders.


• Effective time management: sets priorities, plans workload and meets deadlines.


• Able to work under pressure and to manage several tasks at the same time.

Other Preferred Qualifications

• Currently residing in the UAE and available to join at short notice.