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executive assistant & pro coordinator Jobs in Sharjah

executive assistant & pro coordinator

executive administrative assistant

DOLPHINbyAMI

<div>
 
 AL MUQARRAM INDUSTRY, U.A.E. based manufacturer with over 25 years of expertise, specializes in Sealants, Tapes &amp; Aerosols for the construction industry in the Middle East &amp; Africa. Being at the forefront of innovation in various verticals, has helped us solidify our brands across 35 countries in the MEA region. The foundation of AL MUQARRAM INDUSTRY is built on the trust, goodwill and loyalty of our customers, partners and suppliers who believe in us and are associated with our business through long term relationships, since last two decades. We are dedicated to being a reliable partner for our customers, suppliers, and employees by delivering innovative solutions in sealing, bonding, maintenance, and decoration. Our Vision is to BUILD TRUST and reliability through our brand by delivering high-quality products &amp; solutions that meet global standards.
 
 
 
 Profile
 
 
 
 The Export Executive Assistant provides high-level administrative and operational support to the Export Department. This role involves coordinating international shipments, preparing export documentation, and ensuring compliance with global trade regulations.
 
 
 
 Export Executive Assistant-Emirati
 
 
 <ul>
 <li>
 Provide administrative and operational support to the Export executive.
 </li>
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 Prepare, review, and manage export documentation, including invoices, packing lists, shipping instructions, and certificates of origin.
 </li>
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 Coordinate logistics and shipments with freight forwarders
 </li>
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 Ensure compliance with export laws, trade regulations, and company policies.
 </li>
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 Maintain accurate records of all export activities and documentation for audit purposes.
 </li>
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 Assist in managing export orders and monitoring delivery schedules.
 </li>
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 Support financial processes related to exports, including payment follow-ups and documentation for letters of credit.
 </li>
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 Prepare reports and summaries for management review.
 </li>
 </ul>
 
 
 We offer
 
 
 
 We offer a competitive remuneration package within an international, dynamic environment.
 
 
 
 
</div>

Export Executive Assistant-Emirati

ADEAREST

<div>
 Responsibilities and Duties:
 
 
 1. Executive Support
 
 
 <ul>
 <li>
 Manage and optimize the GMs calendar including scheduling meetings, anticipating conflicts, and ensuring time is prioritized according to business needs.
 </li>
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 Prepare high-quality reports, presentations, and briefing materials for internal and external meetings.
 </li>
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 Draft, review, and manage executive-level correspondence, ensuring clarity, professionalism, and confidentiality.
 
 
 
 </li>
 </ul>
 2. Meeting &amp; Event Coordination
 
 
 <ul>
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 Organize and facilitate executive meetings, including agenda preparation, minute-taking, action item tracking, and follow-ups.
 </li>
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 Coordinate logistics for offsite meetings, board sessions, and leadership workshops.
 </li>
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 Manage travel plans, accommodations, and itineraries in line with the GMs priorities and budget.
 
 
 
 </li>
 </ul>
 3. Stakeholder Communication &amp; Liaison
 
 
 <ul>
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 Act as the primary point of contact between the GM and internal/external stakeholders.
 </li>
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 Facilitate smooth communication flow across departments, resolving issues and relaying messages promptly.
 </li>
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 Represent the GM in interactions when delegated, ensuring professionalism and alignment with organizational values.
 
 
 
 </li>
 </ul>
 4. Information &amp; Document Management
 
 
 <ul>
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 Develop and maintain a secure and efficient filing system (physical and digital) for contracts, reports, and sensitive documents.
 </li>
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 Ensure accurate documentation of decisions, policies, and procedures related to the GM's office.
 </li>
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 Track and manage confidential information with the highest level of discretion.
 
 
 
 </li>
 </ul>
 5. Project &amp; Initiative Support
 
 
 <ul>
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 Support strategic projects and initiatives by tracking progress, coordinating inputs, and ensuring timely follow-up.
 </li>
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 Conduct research, compile data, and prepare executive summaries and dashboards as requested.
 </li>
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 Assist in budget tracking, procurement requests, and administrative reporting such as Facility management &amp; tracking report.6. Operational Efficiency &amp; Process Improvement
 
 
 
 </li>
 </ul>
 6. Operational Efficiency &amp; Process Improvement
 
 
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 Identify opportunities to improve workflows and reduce administrative burden on the GM.
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 Implement and maintain executive support tools and platforms (e.g., task managers, calendars, dashboards).
 </li>
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 Coordinate with IT, HR, and Finance departments to ensure the GMs office operates smoothly.
 
 </li>
 </ul>
</div>

Executive Assistant

TEKMEEN TECH CONTRACTING LLC

Job summary:The Personal Assistant provides high-level administrative and personal support to ensure the smooth running of daily operations and the efficient management of the executive&rsquo;s schedule, communications, and tasks. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.Key responsibilities:<ul><li>Manage and maintain schedules, appointments, and travel arrangements.</li><li>Handle correspondence, phone calls, and emails-responding on behalf of the executive when appropriate.</li><li>Organize meetings, prepare agendas, take minutes and follow up on action items.</li><li>Coordinate logistics for business and personal travel, events, and engagements.</li><li>Prepare and edit documents, reports, and presentations.</li><li>Maintain confidentiality and handle sensitive information with discretion.</li><li>Manage personal errands, reservations, and household or lifestyle tasks as needed.</li><li>Liaise with clients, staff, and external partners professionally.</li><li>Track expenses, prepare reimbursements, and assist with budgeting or financial records.</li><li>Anticipate the needs of the executive and proactively offer support.</li></ul>Qualifications &amp; Skills:<ul><li>Proven experience as a Personal Assistant, Executive Assistant, or similar role.</li><li>Strong organizational and multitasking abilities.</li><li>Excellent written and verbal communication skills in English.</li><li>Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace.</li><li>Ability to work independently and manage time effectively.</li><li>Flexibility to adapt to changing priorities and work outside normal hours when needed</li></ul>Education &amp; Experience:<ul><li>Bachelor&rsquo;s degree preferred (or equivalent work experience).</li><li>Minimum 2 to 5 years of relevant experience in administrative or executive support.</li><li>Female candidates are preferred</li></ul>Job Type: Full-time

Personal Assistant

Professional.me

<div>
 
 Position: Executive Assistant to CEO
 
 
 Location: Sharjah, UAE (onsite)
 
 
 Employment Type: Full-time
 
 
 Experience Level: Senior-level
 
 
 
 
 
 
 
 ⸻
 
 
 
 
 
 
 About the Client
 
 
 
 Our client is a forward‑thinking hospitality enterprise operating in the dynamic Sharjah market. With a strong emphasis on creating unmatched guest experiences, they blend modern service excellence with cultural authenticity to deliver memorable stays and events. Driven by innovation and sustainability, the company is rapidly expanding its team to support strategic leadership, enrich staff learning and growth, orchestrate distinctive experiences, enhance customer success, and advance environmental commitments.
 
 
 
 
 
 About the Role
 
 
 
 The Executive Assistant to the CEO is a pivotal, high-responsibility position within a dynamic hospitality organization headquartered in Sharjah. This role operates at the senior administrative level, providing comprehensive support to the Chief Executive Officer to ensure seamless daily operations and strategic execution. The position requires exceptional organizational acumen, discretion, and the ability to anticipate and address the needs of executive leadership in a fast-paced, service-oriented environment. The Executive Assistant will have a direct impact on the CEO&rsquo;s productivity, the efficiency of executive communications, and the overall effectiveness of the leadership team.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Manage the CEO&rsquo;s complex calendar, including scheduling meetings, coordinating appointments, and prioritizing requests to maximize executive time and efficiency.
 </li>
 <li>
 Serve as the primary point of contact between the CEO and internal/external stakeholders, handling sensitive communications with professionalism and confidentiality.
 </li>
 <li>
 Prepare, review, and edit correspondence, reports, presentations, and other documents for executive meetings and board sessions, ensuring accuracy and alignment with organizational standards.
 </li>
 <li>
 Organize and coordinate domestic and international travel arrangements, including itinerary planning, visa processing, accommodation bookings, and expense reconciliation.
 </li>
 <li>
 Facilitate the smooth execution of executive meetings by preparing agendas, recording minutes, tracking action items, and following up on deliverables.
 </li>
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 Support the CEO in project management tasks, including tracking deadlines, monitoring progress, and ensuring timely completion of strategic initiatives.
 </li>
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 Conduct research, compile data, and provide analytical support for decision-making on hospitality industry trends, competitor analysis, and operational improvements.
 </li>
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 Liaise with senior management, department heads, and external partners to foster effective communication and collaboration across the organization.
 </li>
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 Maintain and organize confidential files, records, and documentation in compliance with company policies and data protection standards.
 </li>
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 Proactively identify opportunities to improve administrative processes and implement best practices to enhance executive support functions.
 </li>
 </ul>
 
 
 
 
 
 Required Experience &amp; Skills
 
 
 <ul>
 <li>
 Minimum of 5 years&rsquo; experience as an Executive Assistant or in a senior administrative support role, preferably supporting C-suite executives in the hospitality or service industry.
 </li>
 <li>
 Demonstrated expertise in managing complex calendars, travel logistics, and high-volume communications for senior leadership.
 </li>
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 Exceptional written and verbal communication skills in English; proficiency in Arabic is highly advantageous for effective stakeholder engagement in the region.
 </li>
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 Advanced proficiency with productivity tools such as Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), cloud-based collaboration platforms (e.g., Google Workspace), and virtual meeting software (Zoom, Microsoft Teams).
 </li>
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 Strong organizational and multitasking abilities, with a proven track record of managing competing priorities and meeting tight deadlines in a fast-paced environment.
 </li>
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 High level of discretion, integrity, and professionalism in handling confidential information and sensitive matters.
 </li>
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 Excellent interpersonal skills, with the ability to build relationships and communicate effectively with diverse stakeholders at all organizational levels.
 </li>
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 Strong problem-solving skills, resourcefulness, and the ability to anticipate executive needs and proactively address challenges.
 </li>
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 Experience in preparing executive-level presentations, reports, and board materials with attention to detail and accuracy.
 </li>
 <li>
 Familiarity with hospitality industry operations, terminology, and best practices is a significant asset.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business Administration, Hospitality Management, or a related field is required; advanced certifications in executive support or office management are advantageous.
 </li>
 <li>
 Professional training in project management, business communication, or office technology is desirable.
 </li>
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 Evidence of ongoing professional development in administrative or hospitality fields is valued.
 </li>
 </ul>
 
 
 
 
 
 Tools &amp; Technologies
 
 
 <ul>
 <li>
 Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
 </li>
 <li>
 Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
 </li>
 <li>
 Virtual meeting platforms (Zoom, Microsoft Teams, Google Meet)
 </li>
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 Travel management and expense reporting tools (e.g., Concur, SAP, Expensify)
 </li>
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 Document management systems and cloud storage solutions
 </li>
 <li>
 CRM and hospitality management software (Opera, Salesforce, or similar)
 </li>
 <li>
 Mobile productivity applications for on-the-go support
 </li>
 </ul>
 
 
 
 This Executive Assistant position offers the opportunity to work closely with the CEO of a leading hospitality company, playing a critical role in driving executive effectiveness and organizational success. The role provides exposure to high-level decision-making, strategic projects, and the dynamic environment of the hospitality industry, with significant opportunities for professional growth and development.
 
 
 
 
 
 
 
 By applying to this position, you are granting us permission to process your CV and keep your profile on file for consideration for this and future opportunities.
 
 
</div>

Executive Assistant to CEO

Hilton

<div>Executive Secretary/ F&amp;B Coordinator I DoubleTree by Hilton Sharjah
An Executive Secretary/ F&amp;B Coordinator is responsible for carrying out the daily activities of the Executive office to deliver an excellent staff experience while providing secretarial support, managing the mail, and carrying out filing. 
 
What will I be doing?
As an Executive Secretary/ F&amp;B Coordinator, you will be responsible for carrying out the daily activities of the Executive office to deliver an excellent staff experience. An Administrative Assistant / Executive Secretary will also be required to provide secretarial support, manage mail, and carry out all filing. Specifically, you will be responsible for performing the following tasks to the highest standards:
Administrative Support to General Manager:<ul><li>
Manage the General Manager&rsquo;s calendar, meetings, travel arrangements, and appointments.</li><li>
Prepare correspondence, reports, presentations, and confidential documents.</li><li>
Handle incoming calls, emails, and communication on behalf of the GM.</li><li>
Maintain accurate filing systems and ensure document confidentiality.</li><li>
Liaise with department heads to follow up on action plans and deadlines.</li><li>
Coordinate GM&rsquo;s participation in owner meetings, cluster communications, and brand initiatives.</li><li>
Support in preparing monthly performance reports and executive summaries.
F&amp;B Coordination:</li><li>
Assist the F&amp;B Department in scheduling meetings and circulating follow-ups.
</li><li>Support in planning special events and VIP arrangements.
Communication &amp; Liaison:</li><li>
Act as a central communication point between GM, HODs, and the F&amp;B team.</li><li>
Ensure timely flow of information and documentation to relevant stakeholders.</li><li>
Coordinate with HR for departmental trainings, new joiner onboarding, and communication updates.</li></ul>
What are we looking for? 
An Executive Secretary/F&amp;B Coordinator serving Hilton brands is always working on behalf of our Guests and collaborating with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:<ul><li><h3 class="jobSectionHeader">
Qualifications &amp; Skills:</h3></li><li>
Bachelor&rsquo;s degree in Hospitality Management, Business Administration, or related field. (Advantage)</li><li>
Minimum 2-3 years of experience as an Executive Secretary, F&amp;B Coordinator, or similar role in hospitality.</li><li>
Strong communication and interpersonal skills.</li><li>
Proficient in MS Office (Word, Excel, PowerPoint, Outlook).</li><li>
Excellent organizational and multitasking abilities.</li><li>
Knowledge of Food and Beverage (F&amp;B) operations is an advantage.</li><li>
Fluency in English required.</li><li>
Excellent verbal and written communication skills</li><li>
Excellent administration skills
</li><li>Flexibility to respond to a range of different work situations
</li></ul>It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:<ul><li>
Previous administrative experience in a fast-paced environment</li></ul> 
What will it be like to work for Hilton? 
Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision &ldquo;to fill the earth with the light and warmth of hospitality&rdquo; unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!</div>

Executive Secretary/ F&B Coordinator I DoubleTree by Hilton Sharjah

Position Summary: 
The Administrative Assistant Training & Development provides administrative and
 
logistical support to the Training & Development function. This role assists in
 
coordinating training activities, maintaining training records, and ensuring the efficient
 
delivery of learning programs.
 
Key Responsibilities: 
Coordinate schedules, logistics, and communications for training sessions and
 
meetings.
 
Prepare and organize training materials, documents, and reports.
 
Maintain training calendars and update records.
 
Track attendance, course completions, and compliance training requirements.
 
Assist with vendor coordination and departmental correspondence.
 
Any duty assigned by T&D coordinator.
 
Qualifications: 
High school diploma required; post-secondary education preferred.
 
12 years of administrative experience, preferably within HR or Training.
 
Proficiency in Microsoft Office Suite and strong organizational skills.
 
Excellent communication, attention to detail, and ability to manage multiple
 
tasks.

Admin Assistant - Training & Development Part Time - UAEN

Iron Gate LLC

About Us:We are a growing property development company based in Sharjah, dedicated to delivering high-quality projects. We are currently seeking a Arabic Receptionist Cum Administrative Assistant to support our Sales Department with documentation, customer coordination, and administrative tasks.Key Responsibilities:<ul><li>Prepare and issue receipts, quotations, and booking forms for clients</li><li>Assist in unit reservations, tracking availability and updating reservation logs</li><li>Organize and maintain filing systems for client records and sales documents</li><li>Coordinate with the Sales Team for client follow-ups and document processing</li><li>Maintain updated sales inventory and assist in report generation</li><li>Answer basic client inquiries through phone, email, or WhatsApp</li><li>Liaise with accounts for payment tracking and documentation</li><li>Provide general administrative support to the sales office</li></ul>Qualifications:<ul><li>Arab Nationality / Fluent in Arabic</li><li>Experience in real estate or property development is a plus</li><li>At least 1&ndash;2 years of experience in administrative or sales support role</li><li>Proficient in MS Office (Word, Excel, Outlook)</li><li>Strong organizational and time-management skills</li><li>Attention to detail and accuracy in documentation</li><li>Can work under pressure</li><li>Currently residing in Sharjah or nearby Emirates</li></ul>Job Types: Full-time, PermanentJob Types: Full-time, PermanentPay: From AED3,000.00 per monthExperience:<ul><li>Administrative: 2 years (Required)</li></ul>Language:<ul><li>Arabic (Required)</li></ul>License/Certification:<ul><li>Driver's License (Required)</li></ul>

Arabic Front Desk Receptionist/Administrative Assistant

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