executive administrative assistant

CHICAGO Maintenance & Construction

Position SummaryThe Executive Assistant provides high-level administrative and strategic support to senior executives, ensuring efficient management of schedules, communications, meetings, travel, and key business priorities. The role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.Key ResponsibilitiesExecutive Support<ul><li>Manage executive calendars, appointments, and scheduling.</li><li>Coordinate internal and external meetings, including preparation of agendas and meeting materials.</li><li>Screen, prioritize, and respond to emails, calls, and correspondence on behalf of executives.</li><li>Track action items and follow up to ensure timely completion.</li></ul>Administrative Management<ul><li>Organize and maintain confidential records, files, and documents.</li><li>Prepare reports, presentations, meeting minutes, and business correspondence.</li><li>Handle expense reports, invoices, and budget-related administrative tasks.</li><li>Maintain office procedures and administrative systems.</li></ul>Travel &amp; Event Coordination<ul><li>Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.</li><li>Coordinate executive events, board meetings, conferences, and client engagements.</li><li>Manage logistics and ensure smooth execution of meetings and events.</li></ul>Stakeholder Communication<ul><li>Serve as a primary point of contact between executives and internal/external stakeholders.</li><li>Build and maintain positive relationships with clients, partners, and employees.</li><li>Facilitate communication across departments to support organizational objectives.</li></ul>Project &amp; Business Support<ul><li>Assist with special projects and strategic initiatives.</li><li>Conduct research, compile data, and prepare executive summaries.</li><li>Monitor project timelines and provide status updates.</li><li>Support board administration and governance activities when required.</li></ul>Qualifications<ul><li>Bachelor's degree in Business Administration, Management, or related field (preferred).</li><li>3&ndash;8+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Assistant supporting senior leaders.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Zoom, or Google Workspace.</li><li>Strong written and verbal communication skills.</li><li>Excellent organizational, multitasking, and time-management abilities.</li><li>High level of professionalism, integrity, and confidentiality.</li></ul>Key Competencies<ul><li>Executive calendar management</li><li>Communication and interpersonal skills</li><li>Problem-solving and decision-making</li><li>Attention to detail</li><li>Project coordination</li><li>Time management and prioritization</li><li>Confidentiality and discretion</li><li>Adaptability and flexibility</li></ul>Preferred Skills<ul><li>Experience supporting C-suite executives.</li><li>Event planning and travel management experience.</li><li>Ability to work independently with minimal supervision.</li></ul>Employment Type: Full-TimeWork Location: In person

Executive Assistant

Irwin & Dow

<div>The Role
Our client is a privately owned real estate investment company managing a diverse property portfolio across the UAE. Operating within a fast-paced, entrepreneurial environment, they are seeking a proactive and highly organised Executive Assistant &amp; Office Administrator to provide dedicated support to the CEO while ensuring the smooth day-to-day running of the office.
This is a varied role that will suit someone who enjoys taking ownership and thrives in a position where no two days are the same. Alongside managing a busy diary, coordinating meetings, handling correspondence and arranging travel when required, you will oversee general office administration, maintain accurate records, liaise with external suppliers and support the wider business with a range of operational and administrative tasks. The successful candidate will be highly organised, possess excellent attention to detail and demonstrate the ability to manage multiple priorities whilst maintaining complete discretion and confidentiality.
Requirements
We are looking for a professional with between two and five years' experience within an Executive Assistant, Personal Assistant, Office Administrator or Office Coordinator role, ideally gained within a corporate, professional services, consulting, engineering, construction, property or real estate environment. Previous UAE experience is preferred, together with excellent written and spoken English and advanced proficiency across the Microsoft Office suite. Candidates who embrace technology and are confident utilising AI productivity tools, including ChatGPT or Microsoft Copilot, will be viewed favourably.
Equally important is your attitude. You will be a confident communicator with exceptional organisational and follow-up skills, someone who is proactive, resourceful and enjoys working closely with senior leadership. This is an excellent opportunity for an ambitious administrative professional looking to further develop their career within a stable and growing investment business where they can make a genuine contribution.
About the company
Irwin &amp; Dow was established in 2013 to provide clients with a unique and highly personalised recruitment service, providing the very top calibre of candidates across the business support and secretarial function.
We provide a refreshing approach, working in close partnership with clients and candidates across diverse industry sectors; large MNCs, government &amp; semi -government entities, SMEs, local businesses and in the start-up and UHNWI support framework.
Great people equal great success: all our candidates are interviewed personally by a member of the team, and we develop longstanding and in-depth relationships with our clients, understanding their corporate culture and goals to ensure a successful outcome for both parties.
Our values of discretion and diplomacy are paramount, and we are pleased to be a partner of choice for clients and candidates.</div>

Executive Assistant & Office Administrator

Kingston Stanley

<div>
 
 We are currently working on a highly confidential search for an exceptional
 
 Executive Assistant
 
 to support a prominent
 
 Chairman
 
 and
 
 Executive Office
 
 within a fast-paced, high-performance environment.
 
 
 
 
 
 This is not a traditional Executive Assistant role. It requires someone who thrives under pressure, can think on their feet, and is comfortable operating at the highest levels of business.
 
 
 
 
 
 
 Key responsibilities include:
 
 
 <ul>
 <li>
 Managing an extremely complex and ever-changing executive calendar (10&ndash;15+ meetings daily)
 </li>
 <li>
 Coordinating across multiple time zones and international stakeholders
 </li>
 <li>
 Preparing agendas, minutes, executive reports, dashboards, and correspondence
 </li>
 <li>
 Managing extensive international travel arrangements, including private aviation
 </li>
 <li>
 Acting as a key liaison across senior executives, family office stakeholders, and external partners
 </li>
 <li>
 Supporting the wider Executive Office and Chief of Staff function on strategic priorities
 </li>
 </ul>
 
 
 
 
 
 The ideal candidate will have:
 
 
 <ul>
 <li>
 Significant experience supporting Chairmen, Founders, CEOs, or UHNW principals
 </li>
 <li>
 Strong longevity within previous Executive Assistant roles
 </li>
 <li>
 Exceptional organisational and communication skills
 </li>
 <li>
 A proactive, solutions-oriented mindset
 </li>
 <li>
 The confidence to make decisions and navigate ambiguity
 </li>
 <li>
 Experience operating within demanding, high-expectation environments
 </li>
 </ul>
 
 
 
 
 Please note this role requires a significant level of commitment and flexibility.
 
 
 
 
 
 It is a fully office-based position and involves supporting a dynamic executive agenda that extends beyond traditional working hours.
 
</div>

Abdulla Al Arif Investment

Executive SecretaryTo provide high-level administrative and secretarial support to the Department Head, ensuring smooth coordination, efficient communication, and effective handling of all executive-level responsibilities and correspondence.Key Responsibilities:<ul><li>Administrative Support:</li><li>Manage the schedule, meetings, appointments, and travel arrangements.</li><li>Prepare and organize documents, reports, presentations, and correspondence.</li><li>Maintain organized filing systems (physical and electronic).</li><li>Meeting Coordination:</li><li>Arrange and coordinate meetings, take minutes, and follow up on action items.</li><li>Assist in preparing agendas, briefings, and meeting materials.</li><li>Communication Management:</li><li>Handle internal and external communication on behalf of the Department Head.</li><li>Screen phone calls, emails, and correspondence, responding or redirecting as appropriate.</li><li>Confidentiality &amp; Professionalism:</li><li>Maintain strict confidentiality of sensitive information.</li><li>Represent the office of the Department Head professionally in all interactions.</li><li>Support Functions:</li><li>Liaise with internal departments and external stakeholders.</li><li>Assist in coordination and follow-up of strategic initiatives or projects led by the Department Head.</li><li>Perform other duties as assigned to support the Department Head's office.</li></ul>Qualifications:<ul><li>Male candidate added advantage</li><li>Bachelor&rsquo;s degree in Business Administration, Office Management, or related field.</li><li>Minimum 5 years of experience in a senior secretarial or executive assistant role.</li><li>Excellent written and verbal communication skills.</li><li>Strong organizational and multitasking skills.</li><li>High level of discretion and integrity.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).</li><li>Ability to work under pressure and meet deadlines.</li></ul>Job Type: Full-timePay: AED6,000.00 - AED7,000.00 per monthExperience:<ul><li>Executive Secreatary : 5 years (Preferred)</li></ul>Language:<ul><li>Tagalog (Preferred)</li></ul>Location:<ul><li>Dubai (Preferred)</li></ul>Work Location: In person

Executive Secretary - Male Candidate (Construction Company Background)

Nimbus Logistics Cargo LLC

We are looking for a highly organized and professional Executive Secretary to provide dedicated administrative and secretarial support to our Managing Director.Key Responsibilities:- Manage the MD's calendar, appointments, meetings, and travel arrangements- Handle confidential correspondence, emails, and documentation- Prepare reports, presentations, and meeting minutes- Coordinate with internal departments and external stakeholders on behalf of the MD- Screen and prioritize calls, emails, and visitors- Maintain filing systems and ensure smooth day-to-day office operations.Requirements:- Minimum 3 to 5 years of experience as an Executive Secretary or Personal Assistant, preferably supporting C-level executives- Excellent command of written and spoken English- Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook)- Professional, discreet, and highly reliable- Ability to multitask and work under pressure with minimal supervision- Valid UAE residence visa preferredInterested candidates may send their CV to: hr@neelkamal.comSubject Line: Application &ndash; Executive Secretary | MD OfficePay: AED1,940.85 - AED5,000.00 per monthWork Location: In person

Executive Secretary – Managing Director's Office

Binghatti Holding Limited

About BinghattiBinghatti is one of the UAE&rsquo;s most dynamic and fast-growing property brands, headquartered in Dubai. We are known for bold architecture, visionary design, and partnerships with global luxury icons such as Bugatti, Mercedes-Benz, and Jacob &amp; Co.With a portfolio exceeding AED 15 billion across Dubai&rsquo;s most prestigious developments, Binghatti continues to transform the city&rsquo;s skyline and set new standards for innovation and excellence in real estate.Job SummaryWe are seeking a highly professional, service-oriented, and proactive Corporate Butler. The successful candidate will work closely with the Executive Assistant and senior leadership team, ensuring the highest standards of hospitality, administrative support, and day-to-day executive services.Key Responsibilities &amp; Requirements:<ul><li>Professional appearance, excellent grooming standards, and a service-oriented mindset.</li><li>Previous experience as a Butler, Executive Butler, VIP Hospitality Associate, Concierge, or in a similar corporate hospitality role.</li><li>Must be willing to work overtime when required, particularly during periods involving high-volume printing and preparation of presentations and executive materials.</li><li>Must be flexible to work beyond regular hours during events and launching.</li><li>Entitled to two days off per week; however, flexibility is required to provide support on weekends when business needs arise, including bank-related transactions, appointments, shopping, urgent site visits, and other executive support tasks.</li><li>Responsible for maintaining meeting rooms, executive lounges, and hospitality areas to the highest standards.</li><li>Experienced in professional table setting, food and beverage service, and VIP hospitality protocols.</li><li>Must be willing to accompany and support management during site visits, events, and external meetings when required.</li><li>Able to handle petty cash, expense tracking, and procurement-related errands with accuracy and accountability.</li><li>Strong customer service skills with the ability to remain calm, professional, and responsive in a fast-paced environment.</li><li>Must be firm, professional, proactive, and a strong team player with excellent interpersonal skills.</li><li>Ability to prioritize multiple tasks, anticipate executive needs, and respond efficiently to urgent requests.</li><li>Will work closely alongside the Executive Assistant to ensure the smooth day-to-day operation</li></ul>Why Join Binghatti?At Binghatti, we do not just build properties - we build legacies. You will join a team driven by ambition, creativity, and excellence, where ideas move fast and every project makes a statement.Here, you will work alongside some of the brightest minds in real estate, contributing to iconic developments that define Dubai&rsquo;s future. If you are ready to be part of a company that is shaping history, Binghatti is where your story begins.Application Question(s):<ul><li>What's your salary expectation?</li><li>Which 4-5 star hotel have you worked?</li></ul>Experience:<ul><li>executive butler: 2 years (Required)</li></ul>Language:<ul><li>Tagalog (Required)</li></ul>Work Location: In person

Corporate Butler

You Smart

Company: You Smart Communication Networks LLC Location: Al Quoz 1, Dubai, UAE Website: www.yousmart.ae Employment Type: Full-Time Salary: AED 2,000 &ndash; AED 3,000 (Based on Experience) Joining: ImmediateAbout UsYou Smart Communication Networks LLC is one of the UAE's growing technology companies specializing in Smart Home Automation, ELV Systems, CCTV, Access Control, Networking, Wi-Fi, Audio Video, Home Cinema, Gate Barrier Systems, and Building Technology Solutions.We are looking for a highly organized, proactive, and trustworthy Executive Assistant to work directly with the GM.This role is ideal for someone who enjoys managing multiple tasks, coordinating projects, solving problems, and ensuring daily business operations run smoothly.The Executive Assistant will become the GM. right-hand person and help manage projects, staff, customers, documents, schedules, and business operations.Key Responsibilities Executive Support<ul><li>Assist the GM with daily operational activities.</li><li>Manage the GM's calendar, appointments, meetings, and reminders.</li><li>Prepare meeting agendas and record meeting minutes.</li><li>Follow up on pending tasks until completion.</li><li>Prioritize daily work and coordinate activities.</li></ul>Project Coordination<ul><li>Monitor ongoing projects across the UAE.</li><li>Collect daily progress reports from engineers and site supervisors.</li><li>Update project trackers and dashboards.</li><li>Follow up on project deadlines.</li><li>Ensure customer commitments are met.</li><li>Coordinate with procurement and technical teams.</li></ul>Customer Communication<ul><li>Update customers regarding project progress.</li><li>Respond professionally to emails, WhatsApp messages, and phone calls.</li><li>Schedule customer meetings.</li><li>Coordinate maintenance visits.</li><li>Handle customer complaints professionally.</li></ul>Documentation &amp; Administration<ul><li>Maintain project documentation.</li><li>Organize quotations, LPOs, invoices, contracts, warranties, and reports.</li><li>Prepare professional letters and correspondence.</li><li>Ensure all documents are filed correctly.</li><li>Maintain digital records and cloud storage.</li></ul>Operations Support<ul><li>Coordinate with technicians regarding daily schedules.</li><li>Track attendance and leave records.</li><li>Monitor material requests.</li><li>Follow up on purchase requests.</li><li>Assist in inventory documentation.</li><li>Support HR and recruitment activities.</li></ul>Business ReportingPrepare daily reports for the GM including:<ul><li>Daily project status</li><li>Pending customer issues</li><li>Staff attendance</li><li>Sales follow-ups</li><li>Outstanding quotations</li><li>Procurement status</li><li>Material shortages</li><li>Cash collection follow-ups</li><li>Tasks completed</li><li>Pending action items</li></ul>AI &amp; Technology SupportUse AI tools to improve productivity.Required Skills<ul><li>Excellent English communication skills.</li><li>Arabic is an advantage.</li><li>Minimum 2 years of experience as an Executive Assistant, Office Administrator, Project Coordinator, or Operations Assistant.</li><li>Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook).</li><li>Excellent computer and typing skills.</li><li>Strong organizational skills.</li><li>Excellent time management.</li><li>Ability to manage multiple tasks simultaneously.</li><li>High attention to detail.</li><li>Professional communication skills.</li><li>Positive attitude and willingness to learn.</li><li>Ability to work independently with minimal supervision.</li></ul>Personal QualitiesWe are looking for someone who is:<ul><li>Honest and trustworthy</li><li>Highly organized</li><li>Self-motivated</li><li>Fast learner</li><li>Proactive</li><li>Professional</li><li>Reliable</li><li>Customer-focused</li><li>Detail-oriented</li><li>Able to maintain confidentiality</li></ul>Key Performance Indicators (KPIs)The successful candidate will be evaluated on:<ul><li>Customer response time</li><li>Project follow-up completion</li><li>Accuracy of reports</li><li>Document organization</li><li>Task completion rate</li><li>Meeting deadlines</li><li>Customer satisfaction</li><li>CEO task completion</li><li>Team coordination efficiency</li><li>Administrative accuracy</li></ul>Pay: AED2,500.00 - AED3,000.00 per monthWork Location: In person

Executive Assistant to GM / Operations Coordinator

Explore 184+ Executive administrative assistant in Dubai this July. Find roles across top companies and apply now to boost your career.

184 executive administrative assistant jobs In Dubai

Executive Assistant

Executive Assistant & Office Administrator

Executive Assistant

Executive Secretary - Male Candidate (Construction Company Background)

Executive Secretary – Managing Director's Office

Corporate Butler

Executive Assistant to GM / Operations Coordinator