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executive support specialist

Whiteshield

<div><p>Whiteshield is a global policy advisory and AI economics firm known for our ability to respond to global challenges rapidly and incisively. We use the most advanced tools and technology and combine them with our team of leading international experts to engage decision-makers in tackling society's most significant challenges. We are recognized for our rapid decision support, innovation, data science algorithms and deep policy expertise. We are specialists in &quot;connecting the dots&quot; between policy, business and technology.</p><p></p><p>
We are looking for a highly organized, proactive, and detail-driven Office Coordinator &amp; Executive Support Specialist to join our team. This role is ideal for someone who thrives in a fast-paced environment, enjoys supporting leadership, and takes pride in creating a seamless, welcoming, and efficient office experience. You will play a key role in supporting executive priorities, managing daily office operations, and ensuring a smooth visitor and employee experience. The ideal candidate is a strong communicator with excellent judgment, a solutions-oriented mindset, and the ability to handle sensitive information with discretion. If you are someone who brings energy, professionalism, and reliability to everything you do - and loves being the go-to person who keeps the office running at its best - we would love to hear from you.</p><p><b>
Requirements</b></p><p><b>
Executive Administrative Support</b></p><ul><li>Manage complex calendars and proactively prioritize competing meetings, deadlines, and commitments with key stakeholders.</li><li>Assist with travel arrangements, logistics, and itinerary planning.</li><li>Monitor and organize email communications, ensuring timely follow-up on key items.</li><li>Track and manage expenses, receipts, reimbursements, and budget-related administrative tasks.</li><li>Support occasional personal tasks and errands with professionalism and discretion.</li><li>Maintain a high level of discretion, sound judgment, and professionalism in handling confidential or sensitive matters.</li><li>Serve as a liaison between leadership and internal/external stakeholders to ensure smooth communication and follow-through.</li><li>Handle special projects and tasks that support executive priorities.</li></ul><p></p><p><b>
Office Operations &amp; Coordination</b></p><ul><li>Oversee daily office operations to maintain a clean, organized, and efficient workspace.</li><li>Manage office supplies and equipment.</li><li>Coordinate meeting room schedules, team events, and on-site meetings.</li><li>Assist with onboarding processes such as workspace setup and materials preparation.</li><li>Serve as the main point of contact for building management, service providers, and visitors.</li><li>Maintain office safety and security by following safety procedures and controlling visitor access to the office as appropriate.</li><li>Ensure the office environment reflects a welcoming, professional atmosphere.</li></ul><p></p><p>
Front Desk &amp; Visitor Experience</p><ul><li>Greet and assist visitors, clients, and team members in a warm, professional and friendly manner.</li><li>Answer and route incoming calls and respond to general inquiries.</li><li>Manage incoming and outgoing mail, deliveries, and packages.</li><li>Maintain reception and common areas to uphold brand and firm standards.</li><li>Be present day to day to support employees and visitors as required.</li></ul><p><b>
Benefits</b></p><p><b>
WHY CHOOSE US |</b></p><p><b>
Our Commitment to Equal Opportunities:</b> At Whiteshield, we are committed to providing equal opportunities in employment regardless of individual characteristics. We recognize that our employees feel appreciated when their thoughts and values are respected and considered. We&rsquo;re committed to maintaining and driving an inclusive culture and workplace where all talents are nurtured and feel empowered to contribute.</p><p><b>
Celebrating Achievements:</b> At Whiteshield, we seek to reward those who demonstrate exceptional individual achievements above and beyond expectations in the pursuit of continuously seeking excellence for our clients. When individuals excel, we show our appreciation and celebrate achievements by generously recognizing and supporting the career progression of those who make unique contributions to the firm.</p><p><b>
Empowering Our People:</b> At Whiteshield, we recognize that our employees are the core to our success and believe that when our exceptional talent comes together, and wellbeing is a priority &ndash; innovation thrives. We are dedicated to promoting and encouraging a healthy work-life balance and adopting a genuinely flexible working model to empower our employees to pursue a balance that suits their personal needs.</p></div>

Executive & Office Assistant (UAE National)

Affordable Plus

<p>Are you a <b>proactive, results-oriented, and highly adaptable individual</b> with a passion for excellence? The <b>Affordable Group of Companies</b> is seeking a <b>smart, mature, and exceptionally capable Personal Executive Assistant (PEA)</b> to provide high-level, comprehensive support to our executive team.</p><p>We are looking for a true <b>&quot;head on&quot; individual</b> who thrives on taking <b>full ownership and responsibility</b>, can easily connect with diverse personalities, and maintain a high level of professionalism and presentation while representing the <b>Affordable Group of Companies</b>.</p><p>Key Responsibilities:</p><ul><li><b>Executive Support &amp; Administration:</b></li><li>Manage complex calendars, coordinate travel (booking tickets, accommodation, etc.), and prepare detailed itineraries.</li><li>Act as the primary point of contact, screening communications and handling requests with discretion and efficiency.</li><li>Maintain highly organized electronic and physical filing systems for sensitive documents.</li><li>Handle <b>basic administrative tasks</b> with precision and speed.</li><li><b>Financial and Accounting Support:</b></li><li>Utilize knowledge of <b>basic accounting principles</b> to manage expenses, process invoices, track budgets, and liaise with the finance department.</li><li><b>Event and Project Coordination:</b></li><li>Plan, organize, and execute <b>corporate events</b> and meetings for the <b>Affordable Group</b>, from venue booking to logistics management.</li><li>Handle ad-hoc projects and assignments, seeing them through to successful completion.</li><li><b>Performance &amp; Pressure Management:</b></li><li>Demonstrate exceptional <b>multi-tasking ability</b>, effortlessly juggling competing priorities and deadlines.</li><li>Maintain composure and effectiveness while working under <b>pressure and tight deadlines</b>.</li><li><b>Proactively anticipate needs</b> and resolve issues independently.</li></ul><p>Qualifications &amp; Attributes:</p><ul><li><b>Experience:</b> Proven experience as an Executive Assistant, Personal Assistant, or in a similar high-level support role.</li><li><b>Intellectual &amp; Professional Acumen:</b></li><li>Must be <b>smart, quick-witted</b>, and demonstrate a high level of <b>maturity and integrity</b>.</li><li>Possesses a strong sense of <b>responsibility</b> and accountability.</li><li><b>Impeccably presented</b> with excellent professional polish.</li><li><b>Skills:</b></li><li>Exceptional organizational skills and meticulous attention to detail.</li><li>Outstanding verbal and written communication skills.</li><li><b>Easily connects with people</b> and builds professional rapport quickly.</li><li>Demonstrated <b>ability to handle anything</b> that comes your way with resourcefulness.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and relevant scheduling/travel software.</li><li>Working knowledge of <b>basic accounting/bookkeeping procedures is mandatory</b>.</li></ul><p>Job Types: Full-time, Permanent</p>

Personal Executive Assistant

Maison Prime Realtors LLC

<p>Job Title: Personal Assistant to the CEO</p><p>Department: Executive Office</p><p>Reports To: Chief Executive Officer (CEO)</p><p>Location: Dubai</p><p>Employment Type: Hybrid (mainly work from home)</p><p>&#11835;</p><p>Position Summary</p><p>The Personal Assistant to the CEO provides high-level executive support to ensure the CEO&rsquo;s office operates efficiently and effectively. This role requires exceptional organizational skills, absolute discretion, strong communication abilities, and the capacity to manage multiple priorities in a fast-paced environment. The PA serves as a trusted partner, anticipating needs, solving problems proactively, and representing the CEO with professionalism and tact.</p><p>&#11835;</p><p>Key Responsibilities</p><p>1.&#8288; &#8288;Executive Support</p><ul><li>Manage the CEO&rsquo;s calendar, appointments, meetings, and travel arrangements, ensuring optimal time and workflow management.</li><li>Screen, prioritize, and route emails, calls, and correspondence.</li><li>Prepare and edit documents, presentations, briefing materials, and reports.</li><li>Coordinate internal and external meetings including agenda creation, logistics, and follow-up actions.</li><li>Maintain confidentiality of highly sensitive information at all times.</li></ul><p>2.&#8288; &#8288;Communication &amp; Liaison</p><ul><li>Serve as the primary point of contact between the CEO and internal/external stakeholders.</li><li>Draft professional emails and communication on behalf of the CEO.</li><li>Facilitate effective communication and alignment between the CEO and leadership teams.</li><li>Represent the CEO in meetings when required, taking notes and tracking action items.</li></ul><p>3.&#8288; &#8288;Project &amp; Task Management</p><ul><li>Support the CEO in managing projects, deadlines, and strategic priorities.</li><li>Track key deliverables and coordinate with departments to ensure timely completion.</li><li>Conduct research and prepare summaries or recommendations.</li><li>Assist with special projects, events, and company initiatives.</li></ul><p>4.&#8288; &#8288;Administrative &amp; Operational Duties</p><ul><li>Organize files, documentation, and information systems for the CEO&rsquo;s office.</li><li>Manage expense reports, invoices, and corporate credit card statements.</li><li>Handle personal tasks and errands for the CEO as needed (optional; adjust based on organization).</li><li>Coordinate travel bookings, itineraries, accommodations, and logistics.</li></ul><p>5.&#8288; &#8288;Office &amp; Relationship Management</p><ul><li>Build strong relationships at all levels of the organization.</li><li>Ensure the CEO is well-prepared for meetings, presentations, and events.</li><li>Help maintain a positive, organized, and productive executive office environment.</li></ul><p>&#11835;</p><p>Required Qualifications</p><ul><li>Bachelor&rsquo;s degree in Business Administration, Communications, or a related field (or equivalent experience).</li><li>3&ndash;7 years of experience as an Executive Assistant, Personal Assistant, or in a similar high-level support role.</li><li>Exceptional communication skills&mdash;verbal, written, and interpersonal.</li><li>Strong organizational and time-management abilities.</li><li>High proficiency in Microsoft Office Suite, Google Workspace, and productivity tools.</li><li>Proven ability to maintain confidentiality and handle sensitive information.</li><li>Ability to work independently, prioritize tasks, and manage multiple deadlines.</li><li>Professional demeanor, strong judgment, and a proactive approach.</li></ul><p>&#11835;</p><p>Preferred Qualifications</p><ul><li>Experience supporting C-suite or executive-level leaders.</li><li>Knowledge of project management tools</li></ul><p>&#11835;</p><p>Key Competencies</p><ul><li>Discretion and integrity</li><li>Problem-solving and critical thinking</li><li>Adaptability and flexibility</li><li>Emotional intelligence (EQ)</li><li>Attention to detail</li><li>Initiative and forward planning</li><li>Relationship-building</li><li>Professionalism and reliability</li></ul><p>&#11835;</p><p>Working Conditions</p><ul><li>Fast-paced environment with shifting priorities.</li><li>Occasional extended working hours or weekend availability.</li><li>Hybrid or on-site attendance depending on company needs.</li></ul><p>&#11835;</p><p>Compensation &amp; Benefits</p><ul><li>Competitive salary</li><li>Employment visa</li><li>Performance bonuses</li><li>Health insurance</li><li>Paid time off &amp; holidays</li></ul><p>Job Types: Full-time, Permanent</p><p>Pay: AED3,000.00 - AED5,000.00 per month</p>

Personal Assistant to CEO

KEO International Consultants

<div>Overview:
<div>
KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration &ndash; through conceptualization &ndash; to realization of planning, design or project delivery in the built and natural environments. For over 60 years we&rsquo;ve led with vision, contributing to many of the world&rsquo;s most ambitious projects, iconic places, remarkable experiences and prosperous communities.</div><div></div><div><br>
As a highly integrated and agile AEP/PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PM/CM Firms. We are also ranked by World Architecture as the 51st largest global architecture firm and the #1 Firm in the Middle East Region in their 2024 WA100 Survey.</div><div></div><div><br>
We invite you to join us. Why?</div><div></div><div><br>
When you join KEO, you&rsquo;ll discover more than just a job &ndash; you&rsquo;ll find a supportive environment that fosters your professional development through internal global mobility and career development and does so within a culture that supports company-wide health and well-being through on-demand counselling services and regular workplace clinics. You will be invited to celebrate community events such as sports days, fun-runs, in-house sports teams and beach clean ups. In addition to your competitive package and benefits you will have access to a suite of policies that include hybrid working arrangements, individual athletic sponsorship, study assistance sponsorship, employee referral rewards.</div>
Responsibilities:
<div>
We are seeking an exceptional, seasoned <b>Executive Assistant</b> to support our <b>Chief Operating Officer</b>. This is <b>not a traditional administrative position</b>&mdash;it is a high-impact, operationally critical role requiring a hybrid professional who can seamlessly navigate executive-level business support, complex personal logistics, and global coordination.</div><div>
The ideal candidate will operate as a <b>strategic gatekeeper, trusted proxy, and proactive project manager</b>, ensuring the COO&rsquo;s professional and personal life run with precision, foresight, and complete discretion.</div><div></div><div><br>
We envisage success in this role to include;</div><div></div><div><b><br>
Executive &amp; Operational Support</b></div><ul><li><div>
Serving as the COO&rsquo;s primary point of contact, acting as a liaison between internal teams, senior leadership, and external stakeholders.</div></li><li><div>
Working as an extension of the COO, anticipating needs, preparing briefing materials, and ensuring smooth execution of priorities.</div></li><li><div>
Managing sensitive information with the highest degree of confidentiality and sound judgment.</div></li></ul><h3 class="jobSectionHeader"><b>
Complex Calendar &amp; Time Zone Management</b></h3><ul><li><div>
Maintaining and optimizing a dynamic, fast-changing calendar across multiple global time zones.</div></li><li><div>
Coordinating internal project reviews, senior leadership meetings, board presentations, and client engagements&mdash;with frequent last-minute changes.</div></li><li><div>
Ensuring alignment between business commitments and personal obligations without conflict.</div></li></ul><h3 class="jobSectionHeader"><b>
Global Travel Coordination</b></h3><ul><li><div>
Planning and execute intricate international travel itineraries, including multi-leg trips, visas, private and commercial flights, accommodations, and ground transportation.</div></li><li><div>
Aligning travel schedules with client site visits, board meetings, and project reviews.</div></li><li><div>
Preparing detailed travel briefs and ensure all logistics run smoothly, even when plans shift unexpectedly.</div></li></ul><h3 class="jobSectionHeader"><b>
Personal Support &amp; Life Management</b></h3><ul><li><div>
Manage the COO&rsquo;s personal calendar, including medical appointments, family commitments, and social engagements.</div></li><li><div>
Oversee personal logistics to ensure uninterrupted focus on critical business priorities.</div></li><li><div>
Handle personal errands and tasks with discretion, sensitivity, and proactive judgment.</div></li></ul><h3 class="jobSectionHeader"><b>
Project &amp; Workflow Management</b></h3><ul><li><div>
Track and follow up on action items, coordinating with teams to ensure deadlines and priorities are met.</div></li><li><div>
Utilize project management platforms (e.g., Asana, Trello) to monitor deliverables and support operational initiatives.</div></li><li><div>
Assist with preparation of presentations, reports, and materials using Office 365 / Google Workspace.</div></li></ul><br>
<div></div>
Qualifications:
<div>
To be successful in this dynamic opportunity, we envision that your career journey to date will include 7/10 years work experience supporting C- Suite leaders. Experience in the <b>AEC (Architecture, Engineering, Construction)</b> sector or large, global professional services environment <b>strongly preferred</b>.</div><div></div><div><br>
This role requires a professional who can seamlessly manage multiple priorities, maintain confidentiality, and support the COO in driving the organization's success with a <b>24/7 problem-solver mindset</b></div><div></div><div><br>
KEO&rsquo;s performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognise its&rsquo; contribution to client success wherever we work.</div><div></div><div><br>
We are excited to hear how you can partner with our award-winning team and treat all expressions of interest confidentially.</div></div><div></div>

Personal Assistant

Executive Administrative Partner Dubai, United Arab Emirates • Global Operations +1 more • Oper ...

One Address Dubai

<p><b>Job Title:</b> Holiday Homes Sales and Onboarding Specialist<br/><b>Location:</b> Dubai<br/><b>Company:</b> One Address Dubai Holiday Homes</p><p><b>Job Type:</b> Commission-based (with potential for growth into a Sales Executive role, offering a basic salary plus commission)</p><p><b>About the Role:</b><br/>Join our dynamic team at One Address Dubai Holiday Homes as a Sales and Onboarding Specialist. Under the guidance of a senior Sales Executive, you will play a vital role in helping landlords transform their properties into profitable assets through short-term rental solutions. This is an excellent opportunity for motivated individuals looking to grow their sales career in a supportive and professional environment.</p><p><b>Key Responsibilities:</b></p><ul><li>Assist landlords in Dubai to list their properties for short-term rentals, explaining the benefits and earning potential of holiday home rentals.</li><li>Work effectively with both cold and hot leads to bring more properties onboard.</li><li>Present and explain our services, negotiate terms, and secure contracts with property owners.</li><li>Onboard new clients by guiding them through the onboarding process and ensuring a smooth transition.</li><li>Collaborate with the reservation team to pass on onboarded clients for ongoing management and bookings.</li><li>Maintain excellent client relationships and provide ongoing support to maximize client satisfaction.</li></ul><p><b>Qualifications &amp; Skills:</b></p><ul><li>Excellent communication and negotiation skills</li><li>Self-motivated with a proactive attitude</li><li>Ability to work under supervision and learn quickly</li><li>Prior sales experience is a plus but not mandatory</li><li>Knowledge of Dubai&rsquo;s real estate and hospitality market is advantageous</li></ul><p><b>What We Offer:</b></p><ul><li>A supportive environment with mentorship from experienced professionals</li><li>Opportunities for career growth into a Sales Executive role</li><li>Flexibility to earn unlimited commissions based on your performance</li><li>A collaborative team culture focused on success and growth</li></ul><p><b>Join us and be part of a thriving holiday rental family, earning more as you grow your skills!</b></p><p>Job Type: Full-time</p><p>Pay: AED2,500.00 - AED25,000.00 per month</p><p>Experience:</p><ul><li>Sales: 1 year (Required)</li></ul><p>Language:</p><ul><li>English (Required)</li></ul><p>Location:</p><ul><li>Dubai (Required)</li></ul>

Sales Executive

<p><b>Job Title:</b> Holiday Homes Sales and Onboarding Specialist<br/><b>Location:</b> Dubai<br/><b>Company:</b> One Address Dubai Holiday Homes</p><p><b>Job Type:</b> Commission-based (with potential for growth into a Sales Executive role, offering a basic salary plus commission)</p><p><b>About the Role:</b><br/>Join our dynamic team at One Address Dubai Holiday Homes as a Sales and Onboarding Specialist. Under the guidance of a senior Sales Executive, you will play a vital role in helping landlords transform their properties into profitable assets through short-term rental solutions. This is an excellent opportunity for motivated individuals looking to grow their sales career in a supportive and professional environment.</p><p><b>Key Responsibilities:</b></p><ul><li>Assist landlords in Dubai to list their properties for short-term rentals, explaining the benefits and earning potential of holiday home rentals.</li><li>Work effectively with both cold and hot leads to bring more properties onboard.</li><li>Present and explain our services, negotiate terms, and secure contracts with property owners.</li><li>Onboard new clients by guiding them through the onboarding process and ensuring a smooth transition.</li><li>Collaborate with the reservation team to pass on onboarded clients for ongoing management and bookings.</li><li>Maintain excellent client relationships and provide ongoing support to maximize client satisfaction.</li></ul><p><b>Qualifications &amp; Skills:</b></p><ul><li>Excellent communication and negotiation skills</li><li>Self-motivated with a proactive attitude</li><li>Ability to work under supervision and learn quickly</li><li>Prior sales experience is a plus but not mandatory</li><li>Knowledge of Dubai&rsquo;s real estate and hospitality market is advantageous</li></ul><p><b>What We Offer:</b></p><ul><li>A supportive environment with mentorship from experienced professionals</li><li>Opportunities for career growth into a Sales Executive role</li><li>Flexibility to earn unlimited commissions based on your performance</li><li>A collaborative team culture focused on success and growth</li></ul><p><b>Join us and be part of a thriving holiday rental family, earning more as you grow your skills!</b></p><p>Job Types: Full-time, Permanent</p><p>Pay: AED2,500.00 - AED25,000.00 per month</p><p>Experience:</p><ul><li>sales: 1 year (Required)</li></ul><p>Location:</p><ul><li>Dubai (Required)</li></ul>

Holiday Homes Onboarding Specialist

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