Executive Assistant: Travel, Calendars & Office Operations

Parisima Talent; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Parisima Talent in Dubai is seeking a proactive Executive Assistant/Office Manager to streamline travel, meetings, and office logistics for a leadership team. You will manage end-to-end travel, visas, and calendars while ensuring smooth daily operations and strong vendor relations.

We value 3–5 years of relevant experience, exceptional English, and the ability to handle multiple priorities with discretion. The role is on-site and involves supporting a dynamic, multinational team across time

Qualifications

• 3–5 years in an executive assistant, team assistant, office manager or business support role.
• Proven experience booking international travel and handling visa processes, preferably in the UAE.
• Hands-on experience with expenses, purchase orders and vendor coordination.
• Experience in a multinational or multicultural environment is a strong advantage.

Responsibilities

• Plan and book end-to-end travel for the team and leadership: flights, hotels, ground transport and airport transfers, optimized for cost, timing and traveler comfort.
• Manage visa applications, entry permits, invitation letters and travel documentation across multiple nationalities and destinations.
• Maintain a live view of who is travelling where and when; anticipate clashes, deadlines and renewal dates.
• Handle disruptions in real time — cancellations, re-routing and last-minute changes, including outside normal working hours when a traveller is in transit.
• Keep the travel tracker, cost log and traveller profiles accurate and current.
• Schedule and coordinate meetings, reviews and workshops across multiple time zones with internal teams, customers and partners.
• Prepare and circulate agendas, collate pre-reads, capture minutes and actions, and follow up until items are closed.
• Book rooms and set up conferencing; make sure the technology works before the meeting starts, not during it.
• Protect and prioritise leadership calendars, flagging conflicts early and proposing solutions rather than problems.
• Run the day-to-day office: supplies, pantry, seating, access cards, courier and mail, facilities requests and maintenance follow-up.
• Act as first point of contact for visitors, contractors and building management.
• Support onboarding and offboarding logistics — desk, access, welcome pack, IT hand-off coordination.
• Maintain office health, safety and security requirements in line with company policy.
• Plan and deliver team events, offsites, customer visits, workshops and celebrations end to end: venue, catering, logistics, invites, materials and budget.
• Coordinate visiting delegations, including agenda, hospitality and local arrangements.
• Manage event budgets and provide a clear post-event reconciliation.
• Prepare, submit and track expense claims for the leadership team; chase approvals and resolve queries.
• Reconcile corporate card statements and maintain complete supporting documentation.
• Track spend against budget for travel, office and events, and flag variances early.
• Liaise with Finance on invoices, payment status and vendor queries.
• Raise purchase requisitions and purchase orders; track them through approval to delivery.
• Source quotations, compare options and support supplier selection for office, event and general service needs.
• Onboard vendors, maintain contract and renewal records, and follow up on deliveries and service levels.
• Build working relationships with key suppliers so that urgent requests get a fast response.
• Maintain shared trackers, distribution lists, org charts and team documentation.
• Draft and format correspondence, presentations and internal communications.
• Handle confidential information with complete discretion.
• Take on ad-hoc requests and pick up the things nobody else has time for — with good humour.

Skills

English proficiency

Multilingual ability

Attention to detail

Prioritization

Discretion

Relationship building

Calm under pressure

Tools

Outlook

Teams

Excel

PowerPoint

Word

SAP

Concur

Coupa

Job description

Parisima Talent in Dubai is seeking a proactive Executive Assistant/Office Manager to streamline travel, meetings, and office logistics for a leadership team. You will manage end-to-end travel, visas, and calendars while ensuring smooth daily operations and strong vendor relations.

We value 3–5 years of relevant experience, exceptional English, and the ability to handle multiple priorities with discretion. The role is on-site and involves supporting a dynamic, multinational team across time