Executive Assistant

The opening below is with a prestigious federal entity in Abu Dhabi.

Job Purpose

The Executive Assistant provides high-level administrative support to C-suite executives by handling complex schedules, confidential communications, business documentation, and executive-level coordination. This role ensures smooth day-to-day operations of the Executive Office and enables leaders to focus on strategic priorities.

Key Responsibilities

1. Executive Support

• Manage complex calendars, scheduling meetings, prioritizing requests, and resolving conflicts.
• Prepare meeting agendas, minutes, presentations, and executive briefs.
• Handle all correspondence—emails, memos, reports—with discretion and accuracy.
• Draft, proofread, and edit executive-level documents.

2. Travel & Logistics

• Coordinate domestic and international travel arrangements (flights, hotels, visas, transport).
• Prepare detailed travel itineraries and manage travel-related expenses and reimbursements.

3. Communication & Stakeholder Management

• Serve as the main point of contact between executives and internal/external stakeholders.
• Maintain strong relationships with senior leaders, board members, clients, and partners.
• Handle confidential information with maturity, tact, and professionalism.

4. Office & Project Coordination

• Organize and oversee executive meetings, board sessions, and leadership events.
• Support high-level projects, follow up on action items, and ensure timely execution.
• Assist in budget oversight and vendor coordination for executive office activities.

5. Operational Efficiency

• Improve processes and workflows to enhance executive productivity.
• Manage confidential filing systems, digital archives, and organizational documentation.
• Monitor deadlines, priorities, and commitments to ensure smooth operations.

Skills & Competencies

• Strong organizational and multitasking skills
• Excellent written & verbal communication
• High level of discretion and confidentiality
• Professional presence and stakeholder engagement
• Problem-solving and decision-making skills
• Strong attention to detail and time management
• Proficiency in MS Office Suite, Google Workspace, and executive productivity tools
• Ability to work independently and under pressure

Qualifications

• Bachelor’s degree in Business Administration or related field (preferred).
• 5+ years of executive-level support experience; experience supporting C-suite preferred.
• Experience in fast-paced corporate or multinational environments.
• Bilingual abilities (English + Arabic) are a plus.

Work Environment

• Fast-paced, high confidentiality
• Frequent interaction with senior internal and external stakeholders
• May require occasional after-hours support based on executive commitments