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executive support specialist

J. Awan & Partners

<p><strong>Job purpose:</strong></p>
<p>The Executive Administrator will play a pivotal role in providing high-level administrative support to the CEO &amp; executive team, ensuring seamless day-to-day operations. This position requires a dynamic, highly organized individual with a proven track record as an Executive Assistant, alongside experience in HR coordination and office management. The successful candidate will be instrumental in supporting strategic initiatives, managing confidential information, and ensuring the smooth functioning of the DIFC office.</p>
<p><strong>Key Responsibilities include:</strong></p>
<p><strong>Executive Support:</strong></p>
<ul>
<li>Provide comprehensive administrative support to CEO &amp; executive mgt including calendar management, travel arrangements, meeting coordination, and correspondence.</li>
<li>Well-versed in booking complex and proactive travel arrangements.</li>
<li>Experienced in hotel bookings and related logistics</li>
<li>Possessing extensive work experience in travel coordination and booking management.</li>
<li>Prepare and review internal and external communications, reports, and presentations.</li>
<li>Maintain a high level of confidentiality and discretion in handling sensitive information.</li>
<li>Act as a liaison between executives and internal/external stakeholders.</li>
<li>Liaising with PRO for labor, visa &amp; other related HR matters.</li>
</ul>
<p><strong>Office Management:</strong></p>
<ul>
<li>Oversee the day-to-day office operations, ensuring a professional and efficient working environment.</li>
<li>Manage vendor relationships, office supplies, maintenance requests, and general facility needs.</li>
<li>Organize and coordinate internal events, meetings, and team activities.</li>
</ul>
<p><strong>HR Support:</strong></p>
<ul>
<li>Assist with onboarding and offboarding processes including coordination with DAFZA, DIFC and relevant authorities.</li>
<li>Maintain employee records and support the administration of HR policies and procedures.</li>
<li>Coordinate recruitment logistics, interview scheduling, and candidate communication.</li>
<li>Support employee engagement initiatives and internal communication.</li>
</ul>

Executive Administrator

Confidential Company

<p><strong>Job Purpose:</strong><br/>To provide high-level executive and business support to the Executive Vice Chairman, ensuring seamless coordination, communication, and execution of key priorities across sales, marketing, and operational functions. The role combines executive assistance, business analysis, and coordination to drive efficiency and informed decision-making.</p><br/><p><strong>Key Responsibilities:</strong></p><ul><li>Coordinate and follow up on management directives and business priorities.</li><li>Prepare reports, presentations, and performance dashboards for executive review.</li><li>Gather and analyse sales, inventory, and operational data to support business insights.</li><li>Track progress on projects, initiatives, and action items across departments.</li><li>Draft communications, summaries, and business updates for internal and external circulation.</li><li>Support budgeting cycles by consolidating departmental inputs and monitoring utilization.</li><li>Manage the Executive Vice Chairman’s calendar, ensuring effective scheduling and prioritization.</li><li>Handle confidential information with utmost discretion and professionalism.</li><li>Develop and maintain reporting tools to support data-driven decision-making.</li></ul><br/>

Executive Secretary

ADEAREST

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

Executive Assistant

Segrex Development LLC

<div><div><div><div><br> </div> </div> </div> </div> <div> <div> <div> <div> </div> <div> </div> </div> </div> </div> <div> <div> <div> <div> </div> <div> </div> <div> <div>We Are Hiring: Personal Assistant to the CEO   Segrex Development (Dubai)<br>Segrex Development is looking for a highly organized, proactive, and reliable Personal Assistant to provide direct support to our CEO.<br>This is a pivotal role for someone who thrives in a fast-paced, high-growth environment and can manage complex priorities with discretion, efficiency, and sound judgment.</div> </div> </div> </div> </div> <div> <div> <div> <div> </div> <div> </div> </div> </div> </div> <div> <div> <div> <div> </div> <div> </div> <div> <div> <ul> <li>rovide comprehensive executive support to the CEO</li> <li>Manage calendars, meetings, travel arrangements, and daily communication</li> <li>Assist in project coordination and follow-ups across departments (including taking meeting notes)</li> <li>Prepare reports, presentations, and confidential correspondence</li> <li>Ensure smooth internal and external communication</li> <li>Anticipate the CEO s needs and proactively provide solutions</li> </ul> </div> </div> <div> <div><b>Responsibilities</b></div> </div> </div> </div> </div> <div> <div> <div> <div> </div> <div> </div> </div> </div> </div> <div> <div> <div> <div> </div> <div> </div> <div> <div> <ul> <li>Exceptional organizational and time-management skills</li> <li>Strong communication and problem-solving abilities</li> <li>Full-time availability and flexibility, including occasional after-hours support</li> <li>Proven experience in a similar executive support role</li> <li>Background in real estate or development industry is a strong advantage</li> <li>Fluency in English is required (Russian or Arabic is a bonus)</li> </ul> </div> </div> <div> <div><br></div></div></div></div></div>

Personal Assistant to the CEO

Autodesk

<div>
 <strong>
  Job Requisition ID #
  <br/>
  <br/>
 </strong>
 25WD89912
 <br/>
 <br/>
 We are looking for a dynamic, detail-oriented, and proactive Executive Assistant to provide high-level administrative support to the Senior Director of Sales in EMEA Emerging, acting as the liaison and handling details of a confidential and important nature. This role goes beyond traditional executive support and includes responsibilities across HR administration, finance coordination, contingent workforce support, invoices and payments, office trade license and other legal documentation. You will have knowledge of standard company operations, systems, and policies. Support the EMEA-E Sales team managers and ensure efficient team operations.
 <br/>
 <br/>
 <strong>
  Responsibilities
  <br/>
  <br/>
 </strong>
 <strong>
  Executive Support:
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Manage calendars, schedule meetings, and coordinate travel arrangements.
  </li>
  <li>
   Collaborate with the Sales and the extended teams as needed to prepare agendas and meeting materials, document meeting minutes, track action items, and follow up on deliverables
  </li>
  <li>
   Plan and coordinate virtual and in-person events and meetings on and offsite, including preparation of meeting materials, logistics, venue, activities, and catering
  </li>
  <li>
   Maintain email aliases, distribution lists, and shared directories, including maintaining permissions
  </li>
  <li>
   Collaborate flawlessly with other executive team admins to execute on scheduling meetings and coordinate organization-wide events.
  </li>
  <li>
   Create presentations, region-wide communications, and maintain organization charts
  </li>
  <li>
   Act as a gatekeeper and point of contact in the Dubai office
  </li>
  <li>
   Utilize the AXS portal to generate salary and employment letters, submit audited financial statements, renew the establishment card and trade license, and track submission statuses and follow up on approvals or issues.
  </li>
  <li>
   Administer regional subscriptions like MEED and the Economist for the team, including maintaining users lists, payments, and renewals.
  </li>
  <li>
   Coordinate Saudi Arabia related requirements: issue visa invitation letters, liaise with finance, tax, and facilities teams regarding zakat, municipality, and other certificates.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Contingent Workforce Management
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Collaborate with outsourcing teams on staffing orders, contracts, and ensure local compliance.
  </li>
  <li>
   Raise purchase orders, verify invoices, and process payments for CW costs and expenses.
  </li>
  <li>
   Track approved costs, manage compensation updates, and liaise with hiring agencies.
  </li>
  <li>
   Serve as the primary point of contact between Autodesk and hiring agencies.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Procurement
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Utilize Supplier Central portal to raise purchase orders, onboard vendors, and track approvals, orders, and invoices.
  </li>
  <li>
   May serve as point person for departmental purchases, including but not limited to PC tracking, vendor management, and overall asset management.
  </li>
  <li>
   Work closely with Du Telecommunication, Tangoe Team, and Mobile team to renew contracts, order mobile phones according to the company policy, process payments, and keep track of devices and users.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Finance
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Work with the Finance Business Partner (FBP) and Accounts Payable to ensure department bills are paid in a timely manner
  </li>
  <li>
   Work with FBP to track opex, assess and secure future budgets, and submit payments on time.
  </li>
  <li>
   Support the tax team to obtain the signed finance reports and submit them as needed.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Minimum Qualifications
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Bachelor&rsquo;s degree in business administration, HR, or related fields
  </li>
  <li>
   6+ years&rsquo; experience supporting senior executives in a fast-paced, multinational environment
  </li>
  <li>
   Exceptional time management, organizational, and multitasking skills.
  </li>
  <li>
   Willing to adapt to a rapidly changing environment and new processes and responsibilities
  </li>
  <li>
   Proven ability to work under pressure, communicate effectively, and meet deadlines
  </li>
  <li>
   Proficient in Microsoft Office Suite, and related business applications such as Zoom, Microsoft Teams, Microsoft SharePoint
  </li>
  <li>
   Strong interpersonal and written/verbal communication skills in English; Arabic is a plus
  </li>
  <li>
   Able and willing to travel to events or internal meetings, locally and internationally as required
  </li>
  <li>
   Due to our globally distributed team, you may occasionally work outside of normal business hours
  </li>
  <li>
   Discreet and experienced in handling sensitive and confidential information.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  The Ideal Candidate
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Takes initiative and is a self-starter who thrives with minimal supervision
  </li>
  <li>
   Excels at managing complex projects and delivering results both independently and collaboratively
  </li>
  <li>
   Enjoys building positive working relationships across all levels and geographies
  </li>
  <li>
   Highly organized, detail-driven, and capable of juggling multiple responsibilities
  </li>
  <li>
   Embraces change, learns quickly, and adapts well to dynamic environments
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  <strong>
   Learn More
   <br/>
   <br/>
  </strong>
 </strong>
 <strong>
  About Autodesk
  <br/>
  <br/>
 </strong>
 Welcome to Autodesk! Amazing things are created every day with our software &ndash; from the greenest buildings and cleanest cars to the smartest factories and biggest hit movies. We help innovators turn their ideas into reality, transforming not only how things are made, but what can be made.
 <br/>
 <br/>
 We take great pride in our culture here at Autodesk &ndash; it&rsquo;s at the core of everything we do. Our culture guides the way we work and treat each other, informs how we connect with customers and partners, and defines how we show up in the world.
 <br/>
 <br/>
 When you&rsquo;re an Autodesker, you can do meaningful work that helps build a better world designed and made for all. Ready to shape the world and your future? Join us!
 <br/>
 <br/>
 <strong>
  Salary transparency
  <br/>
  <br/>
 </strong>
 Salary is one part of Autodesk&rsquo;s competitive compensation package. Offers are based on the candidate&rsquo;s experience and geographic location. In addition to base salaries, our compensation package may include annual cash bonuses, commissions for sales roles, stock grants, and a comprehensive benefits package.
 <br/>
 <br/>
 <strong>
  Diversity &amp; Belonging
  <br/>
  <br/>
 </strong>
 We take pride in cultivating a culture of belonging where everyone can thrive. Learn more here: https://www.autodesk.com/company/diversity-and-belonging
 <br/>
 <br/>
 <strong>
  Are you an existing contractor or consultant with Autodesk?
  <br/>
  <br/>
 </strong>
 Please search for open jobs and apply internally (not on this external site).
</div>


Corporate Offices

<div><h3 class="jobSectionHeader"><b>Description</b></h3><div><br>
<b>
About Kempinski:</b><br>
At Kempinski, we don't just offer stays; we curate moments. As a hospitality organization, anchored in a legacy of elegance and a pioneering spirit, we have grown into a collection of iconic hotels and resorts around the world, each a landmark in its own right. From grand palaces steeped in history to contemporary masterpieces of design, Kempinski is where impeccable service meets authentic local experiences.</div><div>
<br>
We empower our people to be artisans of hospitality, fostering an environment where passion is nurtured, individuality is celebrated, and every detail is thoughtfully considered. Joining Kempinski means becoming part of a family that is dedicated to creating memories that last a lifetime for our guests, and a fulfilling and enriching career for our team.<br>
</div><div>If you are driven by excellence, inspired by the art of hospitality, and seek to contribute to a legacy of luxury, we invite you to explore the exceptional opportunities that await you at Kempinski Hotels. Come, be a part of our story.<br>
</div><div>This position provides high-level administrative and strategic support to the C-Suite, acting as a trusted partner, gatekeeper, and liaison between the executive office and internal/external stakeholders. The role requires exceptional discretion, organizational agility, and the ability to anticipate needs, manage complex priorities, and ensure the seamless execution of executive operations.</div><br>
<h3 class="jobSectionHeader"><b>
Key Responsibilities</b></h3><div><br>
o Manage complex calendars and schedules across multiple time zones, coordinating meetings and appointments efficiently.</div><div>
o Prepare and format correspondence, presentations, and reports with accuracy and professionalism.</div><div>
o Handle comprehensive travel logistics, including flights, accommodations, visas, and detailed itineraries.</div><div>
o Manage expense reports, budget tracking, and general administrative workflows.</div><div>
o Coordinate and prepare documentation for insurance claims.</div><div>
o Support tax reporting processes, including data gathering, document organization, and coordination.</div><div>
o Maintain organized filing systems, databases, and tracking tools for easy access and follow-up.</div><div>
o Coordinate and support internal and external meetings, events, and conferences.<br>
o Oversee meeting logistics; booking rooms, preparing materials, and ensuring all arrangements run smoothly.</div><div>
o Manage all incoming and outgoing communications, mail, and courier services.</div><div>
o Prepare and update PowerPoint presentations, Excel reports, and other business documents.</div><div>
o Assist the C-Suite with Executive Committee agendas, meeting minutes, and distribution of materials.</div><div>
o Support visiting executives and partners with travel, hotel, and transfer arrangements.</div><div>
o Provide office support, including maintaining pantry supplies, ordering stationery supplies, and ensuring a tidy and welcoming office environment.</div><h3 class="jobSectionHeader"><b><br>
Skills, Knowledge and Expertise</b></h3><ul><li><b><br>
Education and Functional Competency</b></li></ul><div>
o Bachelor&rsquo;s degree in Business Administration, Communications, or related field (or equivalent experience)</div><div>
o Minimum 5 years of executive support experience, with at least 3 years supporting C-suite executives in a global or matrixed organization.</div><div>
o Exceptional organizational and time-management skills; able to manage multiple priorities with precision.</div><div>
o Outstanding written and verbal communication skills in English (additional languages a plus)</div><div>
o Strong judgment, discretion, and professionalism in handling confidential matters</div><div>
o High proficiency in Microsoft Office Suite, Google Workspace, and virtual collaboration tools (e.g., Zoom, Teams, Google Meet)</div><div>
o Demonstrated ability to work independently, think strategically, and act with initiative.</div><div>
</div><ul><li><b>
Key Competencies and Personality</b></li></ul><div>
o Poised, polished, and professional presence.</div><div>
o High emotional intelligence and interpersonal tact.</div><div>
o Resourceful, proactive, and solutions-oriented mindset.</div><div>
o Composed under pressure, with a strong sense of discretion and loyalty.</div><div>
o Flexible and adaptable to changing priorities and fast-paced environments.</div><div></div><h3 class="jobSectionHeader"><b><br>
About Corporate Offices</b></h3><div>
Founded in Germany in 1897, Kempinski Hotels has long reflected the finest traditions of European hospitality. Today, as ever, Kempinski is synonymous with distinctive luxury.<br>
<br>
Located in many of the world's most well-known cities and resorts, the Kempinski collection includes hotels in a grand manner, pace-setting modern establishments and older hotels of individual charm. All blend gracefully into their surroundings and offer luxurious accommodation, superb cuisine and unrivalled facilities - complemented by impeccable service.<br>
<br>
For leisure and business guests alike, the name Kempinski has long been synonymous with style, mobility and efficiency. Put simply, they are the first choice for the discerning individual.<br>
<br>
In addition to operating many of the finest city hotels in the world, Kempinski is a name that can now be found in many exciting resort locations, each combining local flair and ambience with the international standards of service and luxury that Kempinski guests have come to expect.</div></div>

Executive Assistant – C-Suite

LEDFlex Group

<div>
<p>We are seeking a highly organized, proactive, and resourceful Executive Assistant to support our Global Marketing Director. This role is ideal for someone who thrives in a fast-paced, international environment and has prior experience working within marketing or communications teams. You will be a trusted partner to the Director, helping manage schedules, communication, project follow-up, and cross-functional coordination across global teams.</p><b>
 Key Responsibilities: <br></b><ul>
<li>Provide high-level administrative support to the Global Marketing Director, including calendar management, travel coordination, meeting preparation, and correspondence handling.</li>
<li>Serve as a liaison between the Marketing Director and internal/external stakeholders, ensuring timely follow-ups and clear communication.</li>
<li>Coordinate cross-functional marketing initiatives, meetings, and special projects across global teams.</li>
<li>Prepare agendas, take meeting minutes, and track action items to ensure deadlines and deliverables are met.</li>
<li>Assist in the preparation of presentations, reports, and documents often involving brand, campaign, or market-related data.</li>
<li>Support budget tracking, invoice processing, and vendor communication related to marketing campaigns.</li>
<li>Manage confidential information with discretion and professionalism.</li>
<li>Assist with organizing global marketing events, conferences, and team offsites as needed.</li>
<li>Proactively identify opportunities to improve administrative processes and team efficiency.</li>
</ul>
 Qualifications and Requirements: <br><ul>
<li>Candidates with prior experience as an Executive Assistant or within a marketing department will be given preference.</li>
<li>Strong understanding of marketing processes, terminology, and functions.</li>
<li>Excellent written and verbal communication skills.</li>
<li>Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel) and tools such as Google Workspace, Asana, Trello, or similar.</li>
<li>Exceptional organizational skills with keen attention to detail.</li>
<li>Demonstrated ability to manage multiple priorities and deadlines in a dynamic, fast-moving environment.</li>
<li>High level of professionalism, discretion, and integrity.</li>
<li>Bachelor s degree in Business Administration, Marketing, Communications, or a related field is a plus.</li>
<li>Fresh graduates with a strong interest in marketing and executive support roles are encouraged to apply.</li>
</ul>
 What you ll get working with LEDFlex: <br><ul>
<li>Salary dependent on experience, negotiable</li>
<li>Desirable working hours (Mon - Fri, 08:30am - 5:30pm) with one hour flexible lunch break</li>
<li>Annual leave as per UAE law</li>
<li>Annual flight allowance to home country</li>
<li>Premium medical insurance</li>
</ul>
</div>

<div>
<p>Job Type: Full-time</p>
</div>
<div>
<p><span style="font-size: 13px;">Experience:</span></p></div><div>
<ul>
<li>Marketing: 2 years (Required)</li>
</ul>
<p>Language:</p>
<ul>
<li>English (Required)</li>
</ul>
</div>

Executive Assistant to Global Marketing Director

Explore 9493+ Executive support specialist in Dubai United Arab Emirates this November. Find roles across top companies and apply now to boost your career.

9493 executive support specialist jobs IN Dubai United Arab Emirates

Executive Administrator

Executive Secretary

Executive Assistant

Personal Assistant to the CEO

Executive Assistant

Executive Assistant – C-Suite

Executive Assistant to Global Marketing Director