Executive & Office Assistant

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

Job summary

A global policy advisory firm located in the United Arab Emirates is looking for a highly organized Office Coordinator & Executive Support Specialist. The ideal candidate excels in a fast-paced environment, supports leadership, and manages daily office operations. Key responsibilities include managing calendars, organizing office supplies, and ensuring a welcoming visitor experience. This role requires strong communication skills and discretion when handling sensitive information.

Benefits

Flexible working model

Focus on work-life balance

Qualifications

• Experience in executive administrative support or similar roles.
• Excellent judgment and a solutions-oriented mindset.
• Ability to manage complex calendars and prioritize effectively.

Responsibilities

• Manage complex schedules and prioritize meetings.
• Assist with travel arrangements and logistics.
• Serve as a liaison for communication with stakeholders.

Skills

Strong communication skills

Detail-oriented approach

Ability to handle sensitive information

Proactive and organized

Job description

Whiteshield is a global policy advisory and AI economics firm known for our ability to respond to global challenges rapidly and incisively. We use the most advanced tools and technology and combine them with our team of leading international experts to engage decision-makers in tackling society's most significant challenges. We are recognized for our rapid decision support, innovation, data science algorithms and deep policy expertise. We are specialists in "connecting the dots" between policy, business and technology. We are looking for a highly organized, proactive, and detail-driven Office Coordinator & Executive Support Specialist to join our team. This role is ideal for someone who thrives in a fast-paced environment, enjoys supporting leadership, and takes pride in creating a seamless, welcoming, and efficient office experience. You will play a key role in supporting executive priorities, managing daily office operations, and ensuring a smooth visitor and employee experience. The ideal candidate is a strong communicator with excellent judgment, a solutions-oriented mindset, and the ability to handle sensitive information with discretion. If you are someone who brings energy, professionalism, and reliability to everything you do – and loves being the go-to person who keeps the office running at its best – we would love to hear from you.

WHY CHOOSE US

Our Commitment to Equal Opportunities: At Whiteshield, we are committed to providing equal opportunities in employment regardless of individual characteristics. We recognize that our employees feel appreciated when their thoughts and values are respected and considered. We’re committed to maintaining and driving an inclusive culture and workplace where all talents are nurtured and feel empowered to contribute. Celebrating Achievements: At Whiteshield, we seek to reward those who demonstrate exceptional individual achievements above and beyond expectations in the pursuit of continuously seeking excellence for our clients. When individuals excel, we show our appreciation and celebrate achievements by generously recognizing and supporting the career progression of those who make unique contributions to the firm. Empowering Our People: At Whiteshield, we recognize that our employees are the core to our success and believe that when our exceptional talent comes together, and wellbeing is a priority – innovation thrives. We are dedicated to promoting and encouraging a healthy work-life balance and adopting a genuinely flexible working model to empower our employees to pursue a balance that suits their personal needs.

Executive Administrative Support

• Manage complex calendars and proactively prioritize competing meetings, deadlines, and commitments with key stakeholders.
• Assist with travel arrangements, logistics, and itinerary planning.
• Monitor and organize email communications, ensuring timely follow-up on key items.
• Track and manage expenses, receipts, reimbursements, and budget-related administrative tasks.
• Support occasional personal tasks and errands with professionalism and discretion.
• Maintain a high level of discretion, sound judgment, and professionalism in handling confidential or sensitive matters.
• Serve as a liaison between leadership and internal/external stakeholders to ensure smooth communication and follow-through.
• Handle special projects and tasks that support executive priorities.

Office Operations & Coordination

• Oversee daily office operations to maintain a clean, organized, and efficient workspace.
• Manage office supplies and equipment.
• Coordinate meeting room schedules, team events, and on-site meetings.
• Assist with onboarding processes such as workspace setup and materials preparation.
• Serve as the main point of contact for building management, service providers, and visitors.
• Maintain office safety and security by following safety procedures and controlling visitor access to the office as appropriate.
• Ensure the office environment reflects a welcoming, professional atmosphere.

Front Desk & Visitor Experience

• Greet and assist visitors, clients, and team members in a warm, professional and friendly manner.
• Answer and route incoming calls and respond to general inquiries.
• Manage incoming and outgoing mail, deliveries, and packages.
• Maintain reception and common areas to uphold brand and firm standards.
• Be present day to day to support employees and visitors as required.