Senior Executive Assistant

Confidential Careers; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

An executive management service provider in Dubai is seeking a Sr. Executive Assistant / Office Manager to support the CEO and leadership team. This role includes managing executive schedules, facilitating communication, and overseeing office operations. The ideal candidate should have strong multitasking abilities, excellent organizational skills, and a capability for confidentiality. This position offers dynamic responsibilities and opportunities for professional growth within a fast-paced environment.

Qualifications

• Experience in executive support roles with high levels of discretion.
• Proficiency in multi-tasking and managing competing priorities.
• Strong communication skills and ability to liaise effectively with stakeholders.

Responsibilities

• Support the CEO and senior leadership team with strategic alignment.
• Manage executive schedules and ensure timely decision making.
• Organize meetings for senior leadership and track outcomes.

Skills

Leadership

Organisational skills

Time management

Confidentiality

Communication

Stakeholder management

Analytical mindset

Attention to detail

Job description

Purpose & Scope of the Role

The Sr. Executive Assistant / Office Manager acts as a strategic partner to the CEO and senior leadership team. The role supports business alignment, improves cross-functional coordination, and enhances organisational efficiency.

This position ensures that executive decisions are effectively translated into structured execution while managing the overall operations of the Executive Office with a high level of professionalism, discretion, and efficiency.

Key Responsibilities

1. Strategic Alignment & Business Support

• Translate leadership priorities into actionable plans and ensure alignment across teams.
• Prepare executive briefs, reports, and analysis to support decision-making.
• Identify and remove operational bottlenecks affecting leadership workflow.

2. Executive Support & Decision Enablement

• Provide high-level administrative and executive assistance to the CEO and senior leadership.
• Triage documents, correspondence, and signature requests.
• Ensure important tasks and approvals move forward without delays.

3. Calendar & Time Management

• Manage diaries and schedules for the CEO and senior leadership team.
• Align meeting requests with business priorities to ensure efficient use of executive time.

4. Leadership & Committee Support

• Organise and support senior leadership and committee meetings.
• Responsibilities include scheduling, agenda preparation, presentation support, minute-taking, and action tracking.
• Ensure effective communication of meeting outcomes and follow-ups.

5. Cross-Functional Coordination

• Coordinate and monitor executive office initiatives across departments.
• Ensure timely execution of leadership instructions and monitor accountability.

6. Communication & Stakeholder Management

• Act as a key liaison between the CEO and senior management, internal stakeholders, and business partners.
• Support internal communication initiatives to strengthen organisational culture and information flow.

7. Performance & Reporting

• Create and maintain dashboards and performance reports.
• Track KPIs and provide insights to support data-driven decisions.

8. Business Travel Coordination

• Manage international and domestic travel arrangements as per company travel policies.

9. Office Operations & Administration

• Establish, maintain, and enhance filing systems (digital and physical).
• Coordinate executive document signing with a maximum turnaround time of three working days.
• Maintain administrative records including leave and time-off records for senior management.
• Oversee ISR and audit management for Executive Office documentation and records.

10. Process Improvement

• Continuously identify gaps and implement improvements in executive office processes, coordination, and efficiency.

11. Leadership & People Management

• Manage and develop the Executive Office team.
• Support learning and development initiatives for team members.
• Drive performance management and encourage a high-performance culture.

Required Competencies

• Strong leadership and multitasking abilities
• Excellent organisational and time management skills
• High level of discretion and confidentiality
• Excellent communication and interpersonal skills
• Strong stakeholder management capabilities
• Analytical mindset with problem-solving ability
• High attention to detail and accuracy

Personal Attributes

• Proactive, self-motivated, and highly organised
• Professional, composed and reliable under pressure
• Strong decision-making ability
• Excellent collaborator and team motivator