executive assistant

CHICAGO Maintenance & Construction

<p>Position Summary</p><p>The 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.</p><p>Key ResponsibilitiesExecutive Support</p><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><p>Administrative Management</p><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><p>Travel &amp; Event Coordination</p><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><p>Stakeholder Communication</p><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><p>Project &amp; Business Support</p><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><p>Qualifications</p><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><p>Key Competencies</p><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><p>Preferred Skills</p><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><p><b>Employment Type:</b> Full-Time</p><p>Work Location: In person</p>

Executive Assistant

Kingston Stanley

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 <p>
  We are currently working on a highly confidential search for an exceptional
  <strong>
   Executive Assistant
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  to support a prominent
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   Chairman
  </strong>
  and
  <strong>
   Executive Office
  </strong>
  within a fast-paced, high-performance environment.
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  <br/>
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  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.
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  <strong>
   Key responsibilities include:
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 <ul>
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   Managing an extremely complex and ever-changing executive calendar (10&ndash;15+ meetings daily)
  </li>
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   Coordinating across multiple time zones and international stakeholders
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   Preparing agendas, minutes, executive reports, dashboards, and correspondence
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   Managing extensive international travel arrangements, including private aviation
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   Acting as a key liaison across senior executives, family office stakeholders, and external partners
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   Supporting the wider Executive Office and Chief of Staff function on strategic priorities
  </li>
 </ul>
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 </p>
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   The ideal candidate will have:
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 </p>
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   Significant experience supporting Chairmen, Founders, CEOs, or UHNW principals
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   Strong longevity within previous Executive Assistant roles
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   Exceptional organisational and communication skills
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   A proactive, solutions-oriented mindset
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   The confidence to make decisions and navigate ambiguity
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   Experience operating within demanding, high-expectation environments
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  Please note this role requires a significant level of commitment and flexibility.
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  It is a fully office-based position and involves supporting a dynamic executive agenda that extends beyond traditional working hours.
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World Bank Group

<div><p><b>Executive Assistant to Regional Vice President</b></p>
<div><div><div><div><b>Job #:</b></div> <div>req37245</div>
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<div><div><b>Organization:</b></div> <div>IFC</div>
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<div><div><b>Sector:</b></div> <div>Administration/Office Support</div>
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<div><div><b>Grade:</b></div> <div>GD</div>
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<div><div><b>Term Duration:</b></div><div> 3 years 0 months</div></div><br>
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<div><b>Recruitment Type:</b></div> <div>Local Recruitment</div>
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<div><div><b>Location:</b></div> <div>Dubai,United Arab Emirates</div>
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<div><div><b>Required Language(s):</b></div> <div>English</div>
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<div><div><b>Preferred Language(s):</b></div> <div>Arabic</div>
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<div><div><b>Closing Date:</b></div> <div>7/5/2026 (MM/DD/YYYY) at 11:59pm UTC</div>
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</div></div><p><b>Description</b></p><p></p><div>
Build a career with impact. Working at the World Bank Group (WBG) provides a unique opportunity to help countries solve their greatest development challenges. As one of the largest sources of funding and knowledge for developing countries, the WBG is a unique partnership of five global institutions dedicated to ending poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, the WBG works with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges.</div><div></div><div><br>
The International Finance Corporation (IFC), a member of the World Bank Group, is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2025, IFC committed a record $71.7 billion to private companies and financial institutions in developing countries, leveraging private sector solutions, and mobilizing private capital to create a world free of poverty on a livable planet. For more information, visit www.ifc.org.</div><div></div><div><br>
The Regional Vice President (RVP) for the Middle East &amp; Central Asia (MCA) is looking to recruit an experienced and highly motivated Executive Assistant (EA) based in Dubai, UAE, for the Vice Presidency&rsquo;s front office. The MCA VPU oversees IFC&rsquo;s engagements in the region, including operationalizing IFC&rsquo;s growth strategy (IFC 3.0) &ndash; a systemic approach to stimulate more investment activities; building a strong pipeline for private sector investments rooted in country strategies; and fostering more collaboration opportunities with key stakeholders to maximize impact. The RVP is part of IFC&rsquo;s senior management and interacts closely with the Board, the World Bank, MIGA, and external partners.</div><div></div><div><br>
The Executive Assistant will work as a core member of the front office team and provide comprehensive executive, administrative, and operational support. This role requires an energetic and mature individual who can engage successfully with the offices of external governmental and private sector clients and other partners, and work with the World Bank Group teams across departments and geographies.</div><div></div><div><b><br>
Roles and Responsibilities</b></div><div></div><div><br>
The Executive Assistant will play a critical role in ensuring the smooth and efficient management of the RVP's office. The EA will act as one of the primary points of contact for internal and external stakeholders, manage the RVP's agenda and communications, and provide high-level administrative and logistical coordination for the front office. In this role, the EA is expected to exercise sound judgment, tact, and diplomacy at all times, particularly in handling sensitive, confidential, or strategically significant matters. The roles and responsibilities include, but are not limited to:</div><div></div><ul><li><br>
Provide high-quality administrative and logistical support to the RVP, managing the RVP's calendar with effective prioritization of meetings across time zones, and preparing daily briefing books and supporting materials in advance of meetings.</li><li>Draft, proofread, and coordinate routine correspondence and information flow to and from the RVP's office, ensuring accuracy, completeness, and timeliness, while handling sensitive and confidential matters with the utmost discretion.</li><li>Manage all aspects of the RVP's travel and mission logistics, including flights, hotels, visas, ground transportation, and itineraries, in coordination with travel agency and regional offices to ensure trips are well-planned. Maintain accurate travel schedules and coordinate briefing materials.</li><li>Provide comprehensive logistical support for the RVP's meetings and high-level events, including room bookings, Facilities and IT coordination, catering, and security escorts, as well as assistance with WBG corporate events such as Annual and Spring Meetings, leadership team retreats, conferences, training programs, and other regional meetings.</li><li>Serve as a key liaison across the front offices of EXC, WBG Managing Directors, WBG VPs, WBG Directors, and other relevant stakeholders, maintaining an effective network of contacts to facilitate coordination and acting as an integral part of the IFC executive office support team.</li><li>Implement office procedures and quality controls to ensure smooth workflow, maintain accurate records and filing systems, keep the VPU Internal Directory and distribution lists current, and develop shared tracking tools to support efficient delivery of administrative services.</li><li>Maintain proficiency in relevant platforms, including Admin Portal, SAP, ePayables, Travel System, Webex, and Teams, and proactively adopt emerging technologies to enhance the effectiveness of the office. Process the RVP's office expenses, procurement requests, and purchase orders, ensuring compliant pCard usage and timely monthly reconciliation in accordance with WBG policies.</li><li>Provide leadership, training, and guidance to ACS staff across the region, and support office space planning in coordination with Facilities, fostering a collaborative working environment.</li><li>Support the Senior Adviser, and other front office staff as required; manage special VPU projects and ad hoc duties; and independently identify and resolve diverse issues as they arise, applying sound interpretation of existing procedures and processes.</li></ul><p></p><p><b>
Selection Criteria</b></p><p></p><ul><li>Bachelor&rsquo;s degree with a minimum of 5 years of relevant experience.</li><li>Excellent interpersonal and teamwork skills, with the ability to work effectively with staff at all levels and maintain a high degree of professionalism, integrity, and confidentiality.</li><li>Excellent communication skills, both oral and written, including the ability to draft, proofread, and edit a variety of correspondence in accordance with WBG standards. Proficiency in English is required and knowledge of the Arabic language is a plus.</li><li>Strong organizational, time management, and multitasking skills, with demonstrated ability to prioritize competing demands, handle concurrent activities, and deliver results in a deadline-driven environment.</li><li>Sound judgment, proactive attitude, and resourcefulness, with the ability to handle highly sensitive, confidential, and non-routine information with discretion.</li><li>Demonstrated ability to work under pressure, adapt to unexpected events, and independently identify and resolve problems quickly and efficiently.</li><li>Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative platforms (Teams, SharePoint, OneDrive), as well as WBG/IFC systems including SAP, ePayables, eServices, Admin Portal, etc. Willingness to learn new programs and applications as needed.</li><li>Flexibility and willingness to work extended hours at short notice as required.</li><li>Prior experience with IFC and/or WBG front offices is a plus.</li></ul><div></div><div><b><i><br>
Note: Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines</i></b></div><p></p><p><b>
WBG Culture Attributes:</b></p><p>
1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.<br>
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
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3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.</p><p>
World Bank Group Core Competencies</p><p><i>
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.</i></p><p><i>
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.</i></p><p><i>
Learn more about working at the </i><i>World Bank</i><i> and </i><i>IFC</i><i> including our values and inspiring stories.</i></p></div>

Executive Assistant to Regional Vice President

You Smart

<p><b>Company:</b> You Smart Communication Networks LLC<br/><b>Location:</b> Al Quoz 1, Dubai, UAE<br/><b>Website:</b> www.yousmart.ae<br/><b>Employment Type:</b> Full-Time<br/><b>Salary:</b> AED 2,000 &ndash; AED 3,000 (Based on Experience)<br/><b>Joining:</b> Immediate</p><p>About Us</p><p>You 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.</p><p>We are looking for a highly organized, proactive, and trustworthy Executive Assistant to work directly with the GM.</p><p>This role is ideal for someone who enjoys managing multiple tasks, coordinating projects, solving problems, and ensuring daily business operations run smoothly.</p><p>The Executive Assistant will become the GM. right-hand person and help manage projects, staff, customers, documents, schedules, and business operations.</p><p>Key Responsibilities Executive Support</p><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><p>Project Coordination</p><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><p>Customer Communication</p><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><p>Documentation &amp; Administration</p><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><p>Operations Support</p><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><p>Business Reporting</p><p>Prepare daily reports for the GM including:</p><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><p>AI &amp; Technology Support</p><p>Use AI tools to improve productivity.</p><p>Required Skills</p><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><p>Personal Qualities</p><p>We are looking for someone who is:</p><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><p>Key Performance Indicators (KPIs)</p><p>The successful candidate will be evaluated on:</p><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><p>Pay: AED2,500.00 - AED3,000.00 per month</p><p>Work Location: In person</p>

Executive Assistant to GM / Operations Coordinator

Kaya Skin Clinic

<p>We are seeking a proactive and detail-oriented Executive Assistant to support the Finance Head and assist the Finance Department in day-to-day operations. The ideal candidate should have a finance or accounting background, strong organizational skills, and the ability to handle confidential information with professionalism.</p><p><b>Key Responsibilities:</b></p><ul><li>Provide administrative and operational support to the Finance Head.</li><li>Assist in preparing financial reports, presentations, and management summaries.</li><li>Coordinate meetings, appointments, and calendars for the Finance Head.</li><li>Maintain and organize financial records, documents, and correspondence.</li><li>Assist with invoice tracking, payment follow-ups, and expense reporting.</li><li>Support month-end and year-end finance activities.</li><li>Liaise with internal departments regarding finance-related matters.</li><li>Prepare meeting minutes and follow up on action items.</li><li>Handle confidential information with discretion and professionalism.</li><li>Assist in data entry, reconciliation, and financial documentation as required.</li><li>Perform general administrative duties to support the Finance Department.</li></ul><p><b>Requirements:</b></p><ul><li>Bachelor's degree in Finance, Accounting, Commerce, or a related field.</li><li>1&ndash;2 years of experience in an administrative, finance, or accounting support role.</li><li>Strong proficiency in Microsoft Excel, Word, and PowerPoint.</li><li>Excellent organizational and time-management skills.</li><li>Strong verbal and written communication skills.</li><li>Ability to multitask and work in a fast-paced environment.</li><li>High level of accuracy and attention to detail.</li><li>Professional, proactive, and eager to learn.</li></ul><p><b>Preferred:</b></p><ul><li>Experience working in a finance department.</li><li>Familiarity with ERP systems or accounting software.</li><li>Immediate availability is an advantage.</li></ul><p>Work Location: In person</p>

Executive Assistant to Finance Head (Junior Level)

Abdulla Al Arif Investment

<p><b>Executive Secretary</b></p><p>To 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.</p><p><b>Key Responsibilities:</b></p><ul><li><b>Administrative Support:</b></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><b>Meeting Coordination:</b></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><b>Communication Management:</b></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><b>Confidentiality &amp; Professionalism:</b></li><li>Maintain strict confidentiality of sensitive information.</li><li>Represent the office of the Department Head professionally in all interactions.</li><li><b>Support Functions:</b></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><p><b>Qualifications:</b></p><ul><li>Tagalog Male speakers will have an 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><p>Job Type: Full-time</p><p>Pay: AED5,000.00 - AED6,000.00 per month</p><p>Experience:</p><ul><li>Executive Secreatary : 5 years (Preferred)</li></ul><p>Language:</p><ul><li>Tagalog (Preferred)</li></ul><p>Location:</p><ul><li>Dubai (Preferred)</li></ul><p>Work Location: In person</p>

Executive Secretary

Nimbus Logistics Cargo LLC

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

Executive Secretary – Managing Director's Office

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103 executive assistant jobs In Dubai

Executive Assistant

Executive Assistant

Executive Assistant to Regional Vice President

Executive Assistant to GM / Operations Coordinator

Executive Assistant to Finance Head (Junior Level)

Executive Secretary

Executive Secretary – Managing Director's Office