Executive Assistant to the Managing Director (MD)

Aegis Group; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A fast-growing international group in Dubai is seeking a highly organized Executive Assistant to provide direct support to the Managing Director. The role involves managing calendars, communication, and travel, along with handling confidential projects and coordinating with various stakeholders. The ideal candidate has 5-10 years of experience, strong proficiency in digital tools, and excellent communication skills. Join this dynamic workplace for opportunities in a high-performance culture.

Benefits

Professional development opportunities

Exposure to global business operations

Respectful and growth-oriented workplace

Qualifications

• Minimum 5-10 years as an Executive Assistant / PA to a Senior Leader.
• Strong proficiency in digital organization tools.
• Excellent command of English; multi-language skills preferred.

Responsibilities

• Manage calendars, communication, travel, and confidential projects.
• Coordinate with senior management, clients, vendors, and partners.
• Oversee HR-related functions, including payroll and attendance.

Skills

Organizational skills

Discretion

Emotional intelligence

Communication skills

Attention to detail

Education

Bachelor's Degree in Business Administration

Tools

Google Workspace

MS Office

Zoho People

Slack

Notion

Job description

We are seeking a highly organized, discreet, and business-savvy Executive Assistant to provide direct support to the Managing Director.

This position goes beyond traditional administration — it demands intelligence, emotional maturity, sound judgment, and the ability to anticipate needs, prioritize effectively, and ensure seamless coordination across business and personal domains.

You will serve as the MD's right hand — managing calendars, communication, travel, confidential projects, and cross-functional coordination across companies and geographies.

Requirements

• Executive Support
• Manage complex calendars, schedules, meetings, and appointments for the MD
• Handle confidential correspondence, drafting and reviewing emails, memos, and documentation with impeccable accuracy and tone
• Prepare meeting briefs, minutes, follow-ups, and ensure timely completion of action items
• Coordinate with senior management, clients, vendors, and partners on behalf of the MD
• Administrative & Operational Coordination
• Maintain structured filing systems (digital via Google Drive) and oversee access rights and confidentiality
• Manage office administration — utilities, insurances, lease renewals, licenses, and supplier coordination
• Support finance and compliance tasks — expense tracking, petty cash, reconciliations, renewals
• Oversee HR-related functions such as payroll coordination, attendance, and employee documentation in Zoho People/other HR Tech related software
• DMCC & Regulatory Coordination
• Handle DMCC-related filings — trade license, establishment card, visa processing and cancellations
• Maintain records of all DMCC portal communications and approvals
• Travel, Events & Logistics
• Arrange international travel, visa documentation, flight and hotel bookings, and itineraries
• Manage event planning — company functions, guest coordination, and internal celebrations
• Support personal travel or family office-related arrangements when required
• Technology & Digital Systems
• Manage user access on behalf of the MD on various online portals ( DMCC, Utilities, Company Softwares , Workable, slack , Notion, Google Workspace, Zoho)
• Ensure data privacy and handover protocols are followed meticulously
• Maintain updated contact databases and digital organization of all administrative files

Desired Profile

Education

Bachelor's Degree in Business Administration, Management, or related field.

Experience

Minimum 5-10 years as an Executive Assistant / PA to a Senior Leader, ideally in trading, investment, or professional services environment.

Technical Skills

Strong proficiency in Google Workspace, MS Office, Zoho People, Workable, Slack, and digital organization tools.

Languages

Excellent command of English (written and spoken). Multi-language skills preferred.

Professional Qualities

Discretion, integrity, high attention to detail, confidentiality, and business sense.

Personal Attributes

Calm under pressure, proactive, emotionally intelligent, polished presentation, and a problem-solving mindset.

Benefits

• Work directly with the Managing Director of a fast-growing international group
• Exposure to global business operations in shipping, trading, and investments
• High-performance culture with opportunities for professional development
• Dynamic, respectful, and growth-oriented workplace in Dubai