1 051 Executive Assistant jobs in the United Arab Emirates

Key Responsibilities:

• Administrative Support : Ensure efficient operation of the office by providing administrative assistance as required.
• Answer phone calls, schedule meetings and provide support to visitors in a professional and courteous manner.
• Perform various administrative tasks including filing, typing, copying, binding, scanning and other duties as needed.
• Arrange travel for senior staff members, including booking flights, cars and hotels.
• Exhibit polite and professional communication via phone, email and mail at all times.
• Support team members by performing organizational and communication tasks as required.
• Maintain equipment by completing preventive maintenance requirements, calling for repairs, maintaining inventories and evaluating new equipment and techniques.
• Provide information to colleagues and management by answering questions and responding to requests in a timely and accurate manner.
• Manage supplies inventory by checking stock levels, anticipating needs and ordering supplies as necessary.
• Contribute to team efforts by achieving results as needed and working collaboratively with colleagues.

Required Skills and Qualifications:

• Reporting skills to effectively document and communicate information.
• Administrative Writing skills to create clear and concise reports and documents.
• Microsoft Office skills, including proficiency in Word, Excel, Outlook and PowerPoint.
• Process Management skills to ensure efficient operations and effective use of resources.
• Organization skills to prioritize tasks and manage time effectively.
• Analyzing Information skills to evaluate data and make informed decisions.
• Professionalism skills to maintain a positive and respectful attitude in all interactions.
• Problem Solving skills to identify and resolve issues efficiently.
• Supply Management skills to maintain an adequate supply of materials and equipment.
• Inventory Control skills to monitor and manage inventory levels accurately.
• Verbal Communication skills to clearly and effectively communicate information to colleagues and management.

Education and Experience Requirements:

• High School Diploma or equivalent education required.
• Three years of experience as an administrative assistant.
• Knowledge of Microsoft Office software, including Word, Excel, Outlook and PowerPoint.

Calendar Management: Organize, prioritize, and coordinate the CEO's daily schedule. This includes setting up appointments, ensuring there are no conflicts, and rearranging commitments as necessary with other members of the team as well as with customers. Prepare and distribute meeting agendas and minutes.

Task Oversight: Monitor tasks assigned to all employees, ensuring deadlines are met, and providing timely reminders.

Office Management: Ensure that the office runs smoothly. This includes overseeing office supplies, managing mail and packages, and coordinating any necessary office maintenance.

Meeting Participation: Attend high-level meetings, take notes, and provide summaries for the CEO. Offer insights and viewpoints as necessary to assist in decision-making.

HR: Help CEO on constantly improving the employees team on talent recruitment, retention and development.

Project Support: Track the progress of all projects within the company, liaising with team members to ensure that milestones are met, and providing the CEO with regular updates.

Communication: Act as a liaison between the CEO and employees, clients, and other stakeholders. Ensure timely and clear communication between all parties.

Team Coordination: Coordinate team meetings, track action, and provide regular status updates to management.

CRM Management: Oversee CRM systems, ensuring data accuracy, managing sales pipelines, and promoting CRM discipline within the sales team.

Sales Process Oversight: Ensure efficiency of the established sales processes, from lead qualification to conversion, while monitoring and reporting on sales team performance.

Team Liaison: Act as the primary point of contact between the CEO and various teams, conveying directives, priorities, and fostering strong working relationships.

Strategic Support: Assist in strategic planning, identify business priorities, and help overcoming obstacles to success.

Our client is an Electrical solutions company in the supply of electrical materials in the UAE and surrounding regions. They carry products ranging from Power Cables, Cable Accessories, Lighting, and Earthing materials thus enabling Electric Way to establish itself as a one-stop-shop for all solutions to the Construction, Power Generation, and Oil & Gas sectors.

We are looking for a talented Executive Assistant to support the CEO with daily administrative tasks such as creating reports, coordinating with clients on behalf of the CEO, organizing travel, and appointments, taking minutes, and other organizational tasks.

Responsibilities:

• Supporting the CEO, and providing support to the executive team as directed to ensure that the company goals and objectives are accomplished, and operations run efficiently
• Manage professional and personal scheduling for CEO, including agendas, mail, email, calls, travel arrangements, client management, etc.,
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives.
• Manage, coordinate, and arrange senior executives' travel and travel-related activities, including hotel booking, transportation, etc
• Coordinate and meet with clients on behalf of the CEO.
• Perform administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of the filing system and contact database.

Qualifications:

• Proven experience as an executive assistant or other relevant administrative support reporting directly to upper management.
• Excellent communication/interpersonal skills along with strong attention to detail and non-confrontational.
• Good prioritization and problem-solving skills.
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Experience in sales administration and coordination.
• In-depth understanding of the entire MS Office suite with hands-on experience in any CRM / ERP system.
• Ability to organize a daily workload by priorities.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Strong verbal and written communication skills.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.

KILONEWTONS, a premier engineering and design firm shaping Abu Dhabi’s skyline through innovative projects, is seeking a highly organized Executive Assistant to support the leadership team in driving business excellence. Location: Abu Dhabi, UAE. Employment Type: Full-time. Salary: Competitive package with benefits.

Position: Executive Assistant (3+ Years Experience)

KILONEWTONS is a premier engineering and design firm shaping Abu Dhabi’s skyline through innovative projects. We’re seeking a highly organized Executive Assistant to support our leadership team in driving business excellence.

• Executive Support: Manage complex calendars, travel arrangements, and correspondence for C-level executives
• Meeting Excellence: Coordinate high-level meetings, prepare agendas, and document action items
• Strategic Coordination: Act as liaison between executives, departments, and external stakeholders
• Confidentiality Management: Handle sensitive information with utmost discretion
• Process Optimization: Streamline administrative processes for maximum efficiency
• Reporting: Prepare executive presentations, reports, and business documents
• Office Leadership: Supervise administrative staff and oversee office operations

• Minimum 3 years as Executive Assistant in Abu Dhabi/UAE
• Expertise in Microsoft Office Suite (Advanced PowerPoint & Excel)
• Exceptional English communication (Arabic advantageous)
• Proven ability to manage multiple priorities in fast-paced environments
• Strong emotional intelligence and professional discretion
• Bachelor’s degree in Business Administration or related field

• Experience in engineering/construction industry
• Familiarity with UAE business protocols
• Certification in project management or office administration

• Career Growth: Pathway to senior administrative roles
• Prime Location: Modern office in Abu Dhabi’s business hub
• Impactful Work: Support strategic decision-making
• Professional Culture: Collaborative, innovative environment

KILONEWTONS is an equal opportunity employer committed to diversity and inclusion in the workplace.

Executive Assistant

Location: Abu Dhabi, United Arab Emirates

Job Details:

• Bachelor's degree in a related field such as business administration or management
• Proficiency in office software such as Microsoft Office and Google Suite
• Excellent verbal and written communication and presentation abilities
• The ability to multitask and prioritize effectively
• Strong problem-solving skills
• The ability to work well under pressure and handle confidential information with discretion
• Professionalism and ability to interact with high-level executives and external partners
• Ability to initiate meetings in the absence of the Zoo Director
• Ambitious with a proactive attitude to understand the importance of meetings and learn about the zoo's operations to better support the Zoo Director

We are seeking a highly proactive and trustworthy Executive Assistant to provide comprehensive support to the Chairman. This role requires exceptional organizational skills, discretion, and the ability to anticipate needs, ensuring the Chairman’s time is optimized and his day-to-day life is made easier. The ideal candidate will embody professionalism, integrity, and high ethical standards while managing a wide range of responsibilities with precision and confidentiality.

Key Responsibilities

• Act as the primary point of contact for the Chairman, managing communications with professionalism and discretion.
• Proactively manage the Chairman’s calendar, schedule, travel, and appointments to maximize efficiency.
• Anticipate needs and take initiative in resolving issues before they arise.
• Draft, review, and manage correspondence, reports, and presentations with accuracy and confidentiality.
• Coordinate meetings, prepare agendas, and ensure all necessary materials are ready in advance.
• Maintain strong relationships with internal and external stakeholders on behalf of the Chairman.
• Handle sensitive information with the highest level of confidentiality and integrity.
• Support personal and professional tasks as needed to ensure smooth daily operations.

Qualifications & Skills

• Bachelor’s degree preferred; additional certifications in business administration or related fields are a plus.
• Proven experience (5+ years) as an Executive Assistant, preferably supporting senior leadership or C-suite.
• Exceptional organizational and time-management skills, with strong attention to detail.
• Excellent written and verbal communication skills.
• High level of integrity, ethics, and discretion in handling confidential information.
• Proactive, resourceful, and solution-oriented mindset.
• Strong interpersonal skills and the ability to work effectively with stakeholders at all levels.
• Proficiency in Microsoft Office Suite, Google Workspace, and digital collaboration tools.

Personal Attributes

• Trustworthy and dependable with a strong sense of responsibility.
• Anticipates needs and takes initiative without constant direction.
• Calm under pressure and adaptable to changing priorities.
• Professional, polished, and discreet in all interactions.

Why Join Us?

This is an exciting opportunity to play a pivotal role in supporting the Chairman, ensuring his effectiveness, and contributing to the success of the organization. You will work in a fast-paced, high-trust environment where integrity and professionalism are valued above all.

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• 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
• Plan and coordinate virtual and in-person events and meetings on and offsite, including preparation of meeting materials, logistics, venue, activities, and catering
• Maintain email aliases, distribution lists, and shared directories, including maintaining permissions
• Collaborate flawlessly with other executive team admins to execute on scheduling meetings and coordinate organization-wide events.
• Create presentations, region-wide communications, and maintain organization charts
• Act as a gatekeeper and point of contact in the Dubai office
• 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.
• Administer regional subscriptions like MEED and the Economist for the team, including maintaining users lists, payments, and renewals.
• Coordinate Saudi Arabia related requirements: issue visa invitation letters, liaise with finance, tax, and facilities teams regarding zakat, municipality, and other certificates.
  

• Collaborate with outsourcing teams on staffing orders, contracts, and ensure local compliance.
• Raise purchase orders, verify invoices, and process payments for CW costs and expenses.
• Track approved costs, manage compensation updates, and liaise with hiring agencies.
• Serve as the primary point of contact between Autodesk and hiring agencies.
  

• Utilize Supplier Central portal to raise purchase orders, onboard vendors, and track approvals, orders, and invoices.
• May serve as point person for departmental purchases, including but not limited to PC tracking, vendor management, and overall asset management.
• 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.
  

• Work with the Finance Business Partner (FBP) and Accounts Payable to ensure department bills are paid in a timely manner
• Work with FBP to track opex, assess and secure future budgets, and submit payments on time.
• Support the tax team to obtain the signed finance reports and submit them as needed.
  

• Bachelor’s degree in business administration, HR, or related fields
• 6+ years’ experience supporting senior executives in a fast-paced, multinational environment
• Exceptional time management, organizational, and multitasking skills.
• Willing to adapt to a rapidly changing environment and new processes and responsibilities
• Proven ability to work under pressure, communicate effectively, and meet deadlines
• Proficient in Microsoft Office Suite, and related business applications such as Zoom, Microsoft Teams, Microsoft SharePoint
• Strong interpersonal and written/verbal communication skills in English; Arabic is a plus
• Able and willing to travel to events or internal meetings, locally and internationally as required
• Due to our globally distributed team, you may occasionally work outside of normal business hours
• Discreet and experienced in handling sensitive and confidential information.
  

• Takes initiative and is a self-starter who thrives with minimal supervision
• Excels at managing complex projects and delivering results both independently and collaboratively
• Enjoys building positive working relationships across all levels and geographies
• Highly organized, detail-driven, and capable of juggling multiple responsibilities
• Embraces change, learns quickly, and adapts well to dynamic environments