Executive Secretary

Mai Dubai LLC; Dubai; On-site; AED 90,000 - 120,000; Full time

Job summary

Mai Dubai LLC, located in Dubai, is seeking a seasoned Executive Assistant to provide high-level administrative support to leadership. This role involves managing calendars, coordinating internal and external communications, and ensuring compliance with government standards.

The ideal candidate will have a Bachelor's Degree in Business Administration, at least 10 years of experience, and proven liaison skills with UAE government entities. Proficiency in both Arabic and English is essential, along with advanced Microsoft Office skills.

Qualifications

• 10+ years of experience in Executive Administration or similar senior support roles.
• Proven experience liaising with UAE government authorities.
• Strong knowledge of UAE government procedures and documentation.

Responsibilities

• Provide high-level support to senior leadership, ensuring daily operations are smooth.
• Manage logistics for meetings, travel, and events efficiently.
• Draft official communications in Arabic and English for regulatory bodies.

Skills

Executive Administration

Office Management

Liaising with UAE government entities

Microsoft Office applications

Multitasking

Education

Bachelor’s Degree in Business Administration or related field

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Microsoft Outlook

Job description

Responsibilities

• Provide high‑level administrative and executive support to senior leadership to ensure smooth daily operations
• Manage calendars, meetings, travel, events and business reviews
• Prepare and distribute professional correspondence, reports, presentations and documents
• Draft Arabic and English communications including official letters to government and regulatory bodies
• Act as a liaison between leadership, internal teams, external stakeholders, vendors and government entities
• Track action items, approvals and deadlines to ensure timely completion
• Maintain organized filing systems with strict document control and confidentiality
• Coordinate cross‑department communication to support business objectives
• Screen and prioritize inquiries escalating as needed
• Support reporting dashboards and analysis using Microsoft Office tools
• Manage vendor communications and follow‑ups
• Ensure proper document distribution and record management
• Handle sensitive information with discretion and professionalism
• Support special projects and administrative initiatives
• Improve administrative processes and workflows
• Maintain relationships with government authorities and support compliance documentation
• Coordinate logistics for meetings, events and executive visits
• Ensure adherence to company policies and administrative standards

Qualifications

• Bachelor’s Degree in Business Administration, Management, or a related field; professional certifications in Project Management, Office Administration, or related disciplines are an advantage
• Minimum 10 years of experience in Executive Administration, Office Management, Executive Assistant, or similar senior support roles
• Proven experience liaising with UAE government entities, authorities and regulatory bodies
• Experience within FMCG, manufacturing, water or related industries is preferred
• Strong knowledge of UAE government procedures, documentation and approval processes
• Excellent written and verbal communication skills in Arabic and English
• Advanced proficiency in Microsoft Office applications, particularly Excel, PowerPoint, Word and Outlook
• Strong skills in report preparation, presentation development, document management and drafting professional correspondence
• Ability to handle confidential information with discretion and professionalism
• Highly organized with exceptional multitasking, prioritization and time management skills
• Strong stakeholder management, coordination and follow‑up capabilities
• Proactive, resourceful, detail‑oriented and solution‑focused with the ability to work in a fast‑paced environment
• Excellent interpersonal and relationship‑building skills with a collaborative, customer‑focused mindset
• Adaptable and capable of managing changing priorities while consistently meeting deadlines
• Demonstrates integrity, accountability and a high level of professionalism