Executive Assistant to Director

Job Title: Executive Assistant to Director

Location: Ontario Towers in Business Bay, Dubai, U.A.E.

Reports To: Director

Job Type: Full-Time, Permanent

About the Company:

Oceano Apex LLC is a start-up wealth management firm based in Dubai, specialising in offering personalized financial advisory and investment services to High Net Worth Individuals. With a commitment to excellence, trust, and innovation, we are shaping a new standard in the wealth management industry. We are looking for energetic and professional talent ready to grow with us.

Job Summary:

We are seeking a highly organized, resourceful, and proactive Personal Assistant to provide comprehensive support to the Director and handle office coordination tasks. This role requires a multi-tasker with excellent communication skills who can independently manage both corporate and personal responsibilities with integrity and discretion.

Key Responsibilities:

• Manage and organize the Director’s daily schedule, including appointments, meetings, and travel arrangements.
• Coordinate and schedule internal and external meetings, ensuring proper agenda preparation and timely follow-ups.
• Handle all official documentation, including drafting, reviewing, formatting, and maintaining records.
• Assist in preparing reports, presentations, and business correspondence on behalf of the Director.
• Ensure compliance with UAE regulations by maintaining and tracking licenses, permits, and legal documents.
• Coordinate with legal consultants for documentation and compliance requirements.
• Act as the primary point of contact between the Director and internal teams, clients, and external stakeholders.
• Screen and manage incoming emails, calls, and correspondence, prioritizing them as necessary.
• Follow up on assigned tasks, projects, and deadlines to ensure timely completion.
• Maintain confidentiality and handle sensitive business information with utmost discretion.
• Monitor and track ongoing projects, providing regular updates and highlighting any issues or delays.
• Support day-to-day office operations and ensure smooth administrative functioning.
• Coordinate with different departments to ensure effective communication and workflow alignment.
• Manage vendor, client, and partner communications and maintain professional relationships.
• Ensure timely renewal and updating of company documents, contracts, and compliance records.
• Perform any additional administrative or coordination tasks as assigned by the Director.

Required Skills & Qualifications:

Strong organizational and multitasking skills

Excellent written and verbal communication

Proficiency in MS Office (Word, Excel, PowerPoint)

Knowledge of documentation and compliance processes (preferably UAE)

Ability to work independently and handle confidential information

Prior experience as a Personal Assistant / Executive Assistant preferred(Minimum 3 years)

Work Location: In person

Pay: AED3,000.00 - AED5,000.00 per month

Work Location: In person