executive support specialist

J. Awan & Partners

Job purpose:
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.
Key Responsibilities include:
Executive Support:
<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>
Office Management:
<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>
HR Support:
<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

Pavago

Job Title: Executive Assistant (EA)
 Position Type: Full-Time, Remote
 Working Hours: U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs)
 
About the Role: 
Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks — the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.
 
Responsibilities:Calendar & Scheduling: 
<ul>
<li>Manage complex executive calendars, including internal/external meetings, travel, and events.</li>
<li>Anticipate conflicts, prioritize requests, and optimize time usage.</li>
<li>Schedule across multiple time zones using Outlook or Google Calendar.</li>
</ul>
Communication & Correspondence: 
<ul>
<li>Draft, proofread, and send emails or memos on behalf of executives.</li>
<li>Screen calls, messages, and requests, escalating only what requires executive attention.</li>
<li>Serve as a liaison between executives, employees, clients, and partners.</li>
</ul>
Meeting Preparation & Follow-Up: 
<ul>
<li>Prepare agendas, talking points, and briefing documents.</li>
<li>Collect and synthesize background materials ahead of meetings.</li>
<li>Record minutes, track action items, and ensure follow-up.</li>
</ul>
Travel & Logistics: 
<ul>
<li>Coordinate domestic and international travel (flights, hotels, transportation).</li>
<li>Prepare detailed itineraries and handle last-minute changes.</li>
<li>Process reimbursements and expense reports.</li>
</ul>
Project Support: 
<ul>
<li>Assist with research, data gathering, and report preparation.</li>
<li>Track progress on executive priorities and initiatives.</li>
<li>Manage confidential information with discretion.</li>
</ul>
Administrative Operations: 
<ul>
<li>Maintain organized digital filing systems.</li>
<li>Manage document version control and approvals.</li>
<li>Support onboarding or offboarding of senior staff as needed.</li>
</ul>
What Makes You a Perfect Fit: 
<ul>
<li>Highly organized, detail-oriented, and proactive.</li>
<li>Strong communicator with professional polish.</li>
<li>Able to anticipate needs and problem-solve independently.</li>
<li>Comfortable working in fast-paced, high-pressure environments.</li>
</ul>
Required Experience & Skills (Minimum): 
<ul>
<li>3+ years of experience supporting senior executives.</li>
<li>Proficiency with Microsoft Office and Google Workspace.</li>
<li>Experience managing complex calendars and travel itineraries.</li>
<li>Excellent written and verbal communication.</li>
</ul>
Ideal Experience & Skills: 
<ul>
<li>Prior experience in high-growth startups, professional services, or executive-level support roles.</li>
<li>Familiarity with collaboration tools (Slack, Zoom, Notion, Asana).</li>
<li>Experience handling sensitive or confidential information.</li>
<li>Background supporting multiple executives simultaneously.</li>
</ul>
What Does a Typical Day Look Like?
 An Executive Assistant’s day revolves around keeping the executive organized, informed, and focused. You will:
 <ul>
<li>Begin by reviewing the executive’s calendar and preparing briefing notes for the day.</li>
<li>Screen emails and calls, flagging urgent items and drafting responses where appropriate.</li>
<li>Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear.</li>
<li>Manage travel plans and expense reports when required.</li>
<li>Track executive priorities, following up with team members to ensure deliverables are met.</li>
<li>Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow’s agenda.</li>
</ul>
In essence: you are the executive’s right hand, ensuring they operate at maximum efficiency and effectiveness.
 
Key Metrics for Success (KPIs): 
<ul>
<li>Calendar accuracy and minimized conflicts.</li>
<li>Timely communication and follow-up on executive priorities.</li>
<li>High satisfaction from executives and stakeholders.</li>
<li>On-time completion of expense reporting and travel logistics.</li>
<li>Reduced administrative burden on executives (measured by time freed).</li>
</ul>
Interview Process: 
<ul>
<li>Initial Phone Screen</li>
<li>Video Interview with Pavago Recruiter</li>
<li>Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario)</li>
<li>Client Interview with Executives</li>
<li>Offer & Background Verification</li>
</ul>

Executive Assistant

Dubai Limited Investment

We are seeking a highly organized and proactive Executive Secretary to support our senior leadership team. The ideal candidate will possess exceptional administrative skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.Key Responsibilities<ul><li>Managing executive calendars, scheduling meetings, and coordinating travel logistics</li><li>Drafting and reviewing correspondence, reports, and presentations</li><li>Handling confidential information with discretion</li><li>Liaising with internal departments and external stakeholders</li><li>Supporting senior leadership with administrative and operational tasks</li></ul>Qualifications &amp; Skills<ul><li>Minimum 3&ndash;5 years of experience in a similar executive support role</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)</li><li>Strong organizational, communication, and time-management skills.</li><li>Professional demeanor and ability to work under pressure</li></ul>Job Type: Full-timePay: AED5,000.00 - AED6,000.00 per month

Executive Secretary

Ibix Global Tech

We are hiring a proactive and detail-oriented Executive Assistant (Female) to support our Business Director. This is a unique opportunity to grow in business operations, strategy, and executive leadership support within a global IT company.Responsibilities<ul><li>Work on strategies and implementations operations.</li><li>Should handle things on technical side as well.</li><li>Provide executive support to the Business Director: calendar, travel, meetings, follow-ups.</li><li>Attend meetings, take minutes, track action items, and ensure timely task completion.</li><li>Coordinate with departments to track deliverables and KPIs.</li><li>Prepare presentations, reports, do project management and formal business documentation.</li><li>Support internal communications between Director and team members.</li><li>Participate in strategy discussions and assist with business planning and reporting.</li></ul>Requirements<ul><li>6 months to 1 year of experience in executive support or operations.</li><li>Bachelor&rsquo;s degree in IT related field, computer science, network engineering, cybersecurity or artificial intelligence.</li><li>Fresh Graduates of IT field are encouraged to apply for this position.</li><li>Fluent in English (Arabic is a plus).</li><li>Proficient in Microsoft Office, Google Workspace, and tools like Trello or Notion.</li><li>Strong organizational, communication, and multitasking skills.</li><li>Willing to travel occasionally (International) - must be open for travelling, as it is mandatory!</li></ul>Growth Opportunities<ul><li>Occasional global travel for meetings, workshops, and business events.</li><li>Work closely with international teams and gain hands-on experience in global operations.</li><li>Training and professional growth.</li></ul>Job Type: Full-timeApplication Question(s):<ul><li>Have you worked with IT tools or platforms such as Trello, Notion, CRM systems, or analytics dashboards?</li><li>Have you ever worked with a IT Company before? and for how long? </li><li>What is your notice time period? </li><li>What is your current salary package in SAR? </li><li>What is your expected Salary Package in SAR? </li><li>What is your Visa/Iqama Status? </li></ul>Education:<ul><li>Bachelor's (Required)</li></ul>Willingness to travel:<ul><li>100% (Preferred)</li></ul>

Assistant (Executive) – Operations (Female)

HYM Investment Group

We are seeking a highly organized, detail-oriented, and proactive Executive Secretary (Male) to provide comprehensive administrative support to our CEO. The ideal candidate will possess excellent communication skills, a strong sense of professionalism, and the ability to handle multiple priorities efficiently in a fast-paced environment.Key Responsibilities<ul><li>Manage and coordinate the CEO&rsquo;s calendar, appointments, meetings, and travel schedules.</li><li>Handle all incoming correspondence, calls, and emails, ensuring timely and appropriate responses.</li><li>Prepare meeting agendas, draft minutes, and monitor follow-up actions.</li><li>Organize complex travel arrangements, including itineraries, accommodations, and logistics.</li><li>Draft, review, and format reports, presentations, and other business documents.</li><li>Maintain confidentiality and manage sensitive information with the highest level of professionalism.</li><li>Support the CEO in daily administrative tasks and coordinate effectively with internal departments.</li><li>Anticipate the CEO&rsquo;s needs and proactively ensure smooth day-to-day operations.</li></ul>Qualifications &amp; Skills<ul><li>Bachelor&rsquo;s degree in Business Administration, Management, or a related field.</li><li>3&ndash;5 years of proven experience as an Executive Secretary, Personal Assistant, or in a similar executive support role.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).</li><li>Excellent verbal and written communication skills.</li><li>High level of integrity, discretion, and professionalism.</li><li>Strong organizational, time management, and multitasking abilities with attention to detail.</li><li>Male candidates only.</li></ul>Job Types: Full-time, PermanentPay: AED5,000.00 - AED5,500.00 per monthApplication Question(s):<ul><li>Do you have at least 3 years of experience as an Executive Assistant or Executive Secretary supporting top-level management?</li></ul>

Executive Secretary to the CEO (Male Only)

DP World

<div>
 
 Job Description
 
 
 
 
 ABOUT DP WORLD
 
 
 
 Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world&rsquo;s trade flow better, changing what&rsquo;s possible for the customers and communities we serve globally.
 
 
 With a dedicated, diverse and professional team of more than 115,000 employees from 160 nationalities, spanning 78 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that&rsquo;s fit for the future.
 
 
 We&rsquo;re rapidly transforming and integrating our businesses -- Ports and Terminals, Marine Services, Logistics and Technology &ndash; and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades.
 
 
 What's more, we're reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we&rsquo;re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimizing disruptions from the factory floor to the customer&rsquo;s door.
 
 
 DP World is on a mission to transcend boundaries and bridge the gap between all nations and cultures &ndash; not just in what we do but also in how we behave.
 
 
 We are dedicated to creating a culture where everyone feels respected, supported, and empowered to reach their full potential. We believe that embracing inclusion and diversity, drives innovation and growth and helps us connect people, businesses, and societies. Free minds and different perspectives are changing our world, and together we can change what&rsquo;s possible.
 
 
 WE MAKE TRADE FLOW TO CHANGE WHAT'S POSSIBLE FOR EVERYONE.
 
 
 
 Job Purpose:
 
 This role provides high-level executive support, ensuring seamless daily operations for the EVP. Responsibilities include managing complex schedules, coordinating high-impact meetings, handling correspondence, preparing reports, and analyzing business and project data to support strategic decision-making. The Executive Assistant will also oversee office administration, ensuring efficiency and professionalism within the executive office.
 
 
 
 Key Accountabilities
 
 
 
 
 Executive Office &amp; Administrative Support
 
 
 
 <ul>
 <li>
 Manage the EVP&rsquo;s schedule, ensuring optimal time management and strategic planning.
 </li>
 <li>
 Screen and prioritize incoming requests, emails, and correspondence, responding when appropriate.
 </li>
 <li>
 Prepare high-quality reports, presentations, and briefs to facilitate decision-making.
 </li>
 <li>
 Maintain an organized system for document preparation, filing, and archiving.
 </li>
 <li>
 Handle travel arrangements, including flight reservations, accommodation, and itineraries.
 
 
 </li>
 </ul>
 
 Meeting &amp; Communication Management
 
 
 
 <ul>
 <li>
 Coordinate executive meetings, prepare agendas, and ensure seamless logistical execution.
 </li>
 <li>
 Take minutes for management meetings and distribute actionable summaries to senior leaders.
 </li>
 <li>
 Liaise between the EVP and key stakeholders, fostering positive relationships with internal teams and external partners.
 </li>
 <li>
 Draft and review official business correspondence, ensuring professionalism and accuracy.
 
 
 </li>
 </ul>
 
 Project &amp; Data Analysis
 
 
 
 <ul>
 <li>
 Support project tracking, analyzing relevant data, and providing insights to aid executive decision-making.
 </li>
 <li>
 Collaborate with project teams to monitor progress and flag critical updates to the EVP.
 </li>
 <li>
 Prepare weekly KPI reports, summarizing business performance metrics.
 
 
 </li>
 </ul>
 
 Event &amp; Engagement Coordination
 
 
 
 <ul>
 <li>
 Oversee planning and coordination of executive events, conferences, and key meetings.
 </li>
 <li>
 Host and assist VIP guests, ensuring a seamless experience aligned with business protocol.
 
 
 </li>
 </ul>
 
 Qualifications &amp; Experience
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business Administration or related field (MBA and PMP certification preferred).
 </li>
 <li>
 Extensive experience as an Executive Assistant, ideally in the maritime, logistics, or port industries.
 </li>
 <li>
 Strong understanding of corporate office dynamics and business protocol.
 
 
 </li>
 </ul>
 
 Skills &amp; Competencies
 
 
 
 <ul>
 <li>
 Fluent in English and Arabic, with excellent written and verbal communication skills, French is a plus..
 </li>
 <li>
 Proficient in MS Office Suite and executive reporting tools.
 </li>
 <li>
 High level of discretion, professionalism, and confidentiality handling sensitive matters.
 </li>
 <li>
 Exceptional organizational and time management abilities, with a proactive approach.
 </li>
 <li>
 Strong analytical skills to support project assessment and business insights.
 </li>
 <li>
 Ability to adapt in a fast-paced, high-pressure environment while maintaining composure.
 </li>
 </ul>
</div>

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