Executive Assistant- UAE National

The Executive Assistant provides high-level administrative, coordination, and operational support to the Department Director. The role ensures the effective management of the Director’s office, facilitates internal and external coordination, and supports the smooth execution of departmental priorities related to research, learning programs, and partnerships

Key Responsibilities

• Provide comprehensive administrative and executive support to the Department Director, including calendar management, meeting coordination, and correspondence handling.
• Coordinate and follow up on key departmental initiatives, ensuring alignment with strategic priorities in research and learning programs.
• Support the preparation of reports, presentations, and briefing materials related to departmental activities, including research outputs, learning programs, and partnerships.
• Facilitate communication and coordination between the Director and internal teams, external stakeholders, and strategic partners.
• Assist in organizing high-level meetings, workshops, and knowledge convenings, including logistics and documentation.
• Track progress of departmental initiatives and ensure timely follow-up on action items and deliverables.
• Maintain organized records, documents, and correspondence related to research, publications, and program activities.
• Support coordination with universities, think tanks, and cultural institutions in line with partnership initiatives.
• Ensure confidentiality and professionalism in handling sensitive information and communications.

Shared Activities

• Carry out any other duties and responsibilities related to the role as requested by the direct manager.
• Follow all relevant departmental policies, processes, standard operating procedures, and instructions to ensure work is carried out in a controlled and consistent manner.
• Demonstrate compliance with organizational values and ethics at all times to support a value-driven culture.
• Contribute to identifying opportunities for continuous improvement and sustainability of systems, processes, and practices, considering global standards, productivity improvement, and cost reduction.
• Take an active role in Environmental, Health & Safety (EHS) initiatives.
• Adhere to Occupational Safety and Health policies, regulations, and applicable laws, and support the implementation of safety management systems.
• Report any incidents, near misses, occupational illnesses, unsafe practices, and conditions immediately and participate in related investigations as required.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Management, or a related field.
• 1–2 years of experience in executive support, administrative coordination, or similar roles.
• Experience supporting senior leadership in government, cultural, or non-profit organizations is preferred.

Skills

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and work under pressure.
• High level of professionalism, discretion, and confidentiality.
• Strong stakeholder coordination and relationship management skills.
• Proficiency in Microsoft Office (PowerPoint, Excel, Word, Outlook)