Executive Assistant to the Managing Director (MD)

Aegis Group; United Arab Emirates; On-site; AED 60,000 - 90,000; Full time

Job summary

A fast-growing international group in Dubai is seeking an Executive Assistant to provide direct support to the Managing Director. This role requires managing complex schedules and confidential communications, alongside overseeing various administrative coordination tasks. The ideal candidate will have 5–10 years of experience supporting senior leaders in trading or professional services, and strong proficiency in Google Workspace is essential.

Qualifications

• 5–10 years as an Executive Assistant or PA to a Senior Leader.
• Experience in trading, investment, or professional services environments.

Responsibilities

• Manage complex calendars and appointments for the MD.
• Oversee office administration tasks, including supplier coordination.
• Handle DMCC-related filings and communications.
• Arrange travel, visa documentation, and event planning.
• Manage user access on online portals for the MD.

Skills

Discretion

Attention to detail

Proficiency in Google Workspace

Excellent command of English

Problem-solving mindset

Education

Bachelor’s Degree in Business Administration or related field

Tools

Google Workspace

MS Office

Zoho People

Workable

Slack

Job description

Overview

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

Based in Dubai, this role offers a dynamic, respectful, growth‑oriented workplace with opportunities for professional development.

Key Responsibilities

1. Executive Support: Manage complex calendars, schedules, meetings, and appointments for the MD; handle confidential correspondence and draft communications with impeccable accuracy; 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.
2. Administrative & Operational Coordination: Maintain structured filing systems (digital via Google Drive) and oversee access rights and confidentiality; manage office administration—utilities, insurance, lease renewals, licenses, and supplier coordination; support finance and compliance tasks such as expense tracking, petty cash, reconciliations, and renewals; oversee HR‑related functions including payroll coordination, attendance, and employee documentation in Zoho People or other HR tech software.
3. DMCC & Regulatory Coordination: Handle DMCC‑related filings—trade license, establishment card, visa processing and cancellations; maintain records of all DMCC portal communications and approvals.
4. 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.
5. Technology & Digital Systems: Manage user access on behalf of the MD on various online portals (DMCC, utilities, company software, 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 a related field.
• Experience: Minimum 5–10 years as an Executive Assistant / PA to a Senior Leader, ideally in trading, investment, or professional services environments.
• 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.