Executive Assistant

Job Title: Executive Assistant

Location: Dubai - DWC
Experience: 3-6years

Company: TLM International Freight Services

Industry: Logistics/ Supply Chain

Website: https://tlmifs.com/about-us/

What We Do: TLM Logistics is more than just a shipping company in Dubai — we are your end-to-end logistics partner in one of the world’s most dynamic trade corridors. Based in the heart of the Jebel Ali Free Zone, we specialize in providing seamless freight services in Dubai, intelligent warehousing, and reliable 3PL solutions to help your business scale with confidence.

Since 2014, we’ve grown into one of the top logistics companies in Jebel Ali Free Zone by prioritizing speed, security, and service integrity. Our clients count on us for responsive communication, on-time deliveries, and logistics strategies tailored to their industry. From air, sea, and land freight to flexible storage and distribution, TLM is the logistics backbone behind businesses that move the UAE and the world forward.

T4 is TLM’s flagship chemical logistics facility, purpose-built to meet the highest standards of safety, compliance, and operational efficiency. Located in the DWC Free Zone, the facility supports both DG and non-DG chemical storage through temperature-controlled chambers, VNA-ready infrastructure, and advanced fire protection systems.

Engineered for industries with strict regulatory requirements, T4 offers enhanced security, continuous monitoring, and OHSE-approved insulated storage for sensitive and hazardous materials. With direct access to Al Maktoum International Airport and strong connectivity to Jebel Ali Seaport, T4 enables fast, compliant distribution across the UAE, GCC, and global markets.

About the Role:

We are seeking a highly organized and detail-oriented Executive Assistant to the General Manager (GM) who will play a critical role in supporting the GM across legal coordination, contract management, vendor and customer liaison, and operational follow-ups.

This position requires strong commercial understanding, excellent coordination skills, and the ability to manage sensitive documents with confidentiality and accuracy. The ideal candidate will act as the GM’s right hand, ensuring smooth communication between internal departments, external stakeholders, and leadership.

Key Responsibilities:

1. Contract & Legal Coordination

Review commercial contracts, vendor agreements, and customer contracts before submission to the GM
Coordinate with external legal advisors for contract review and amendments
Maintain a contract tracker and ensure timely renewals and compliance
Ensure all agreements align with company policies and regulatory requirements
Organize and maintain proper documentation of all legal contracts
Control contract terminations and monitor after termination process especially on confidential information / matters
Smart and effective approach on NDAs to protect TLM business Interests

2. Vendor & Customer Liaison

Act as a point of coordination between the GM and key vendors/customers
Search and finalize suitable vendors as per TLM’s business interests
Follow up on contractual obligations, renewals, and documentation
Support in vendor negotiations by preparing comparison sheets and commercial summaries
Control Vendor contract terminations and monitor after termination process especially on confidential information / matters
Coordinate resolution of contractual or service-related issues

3. GM Office Support

Prepare reports, presentations, and commercial summaries for management review
Track key action points from meetings and ensure follow-up with departments
Assist in reviewing proposals, quotations, and strategic agreements
Support in drafting official correspondence and business communications
Maintain confidentiality of sensitive business information
Arrange customer / vendors meeting schedules as per the details given by GM

4. Internal Coordination

Liaise with operations, finance, and sales teams to gather required data for contract validation
Ensure all compliance documents are collected and archived
Monitor pending approvals and escalate delays to the GM when necessary
Monitor the pending tasks from Ops dept and update to GM on regular basis

Key Requirements:

Bachelor’s degree in Business Administration, Law, or related field
3–5 years of experience in Executive Assistant / Contract Coordinator / Commercial Support role
Strong understanding of contracts and legal documentation
Excellent written and verbal communication skills
High attention to detail and strong follow-up ability
Proficient in MS Office (Excel, Word, PowerPoint)
Ability to handle confidential information with integrity
Strong organizational and multitasking skills

Preferred Skills (Good to Have):