545 Facility Coordination jobs in the United Arab Emirates

Highly Organized Executive Assistant Needed

We are seeking a highly organized and proactive Executive Assistant to support our Director. This role is ideal for someone who thrives in a fast-paced international environment with 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.

• Provide high-level administrative support including calendar management, travel coordination, meeting preparation, and correspondence handling.
• Act as a liaison between the Director and internal/external stakeholders ensuring timely follow-ups and clear communication.
• Coordinate cross-functional marketing initiatives meetings and special projects across global teams.
• Prepare agendas take meeting minutes and track action items to ensure deadlines and deliverables are met.
• Assist in the preparation of presentations reports and documents often involving brand campaign or market-related data.
• Support budget tracking invoice processing and vendor communication related to marketing campaigns.
• Manage confidential information with discretion and professionalism.
• Assist with organizing global marketing events conferences and team offsites as needed.

• Candidates with prior experience as an Executive Assistant or within a marketing department will be given preference.
• Strong understanding of marketing processes terminology and functions.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook PowerPoint Excel) and tools such as Google Workspace Asana Trello or similar.
• Exceptional organizational skills with keen attention to detail.
• Demonstrated ability to manage multiple priorities and deadlines in a dynamic fast-moving environment.
• High level of professionalism discretion and integrity.
• Bachelor's degree in Business Administration Marketing Communications or a related field is a plus.
• Fresh graduates with a strong interest in marketing and executive support roles are encouraged to apply.

• Salary dependent on experience negotiable.
• Desirable working hours (Mon - Fri 08:30am - 05:30pm) with one hour flexible lunch break.
• Annual leave as per UAE law.
• Annual flight allowance to home country.
• Premium medical insurance.

Job Title: Executive Project Manager
We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support our leadership team. The ideal candidate will possess excellent communication skills, discretion, professionalism, and efficiency in handling administrative tasks.

Key Responsibilities:

• Manage and maintain executives' calendars, appointments, and travel arrangements.
• Coordinate and schedule meetings, prepare agendas, take minutes, and follow up on action items.
• Serve as the point of contact between executives, internal teams, and external stakeholders.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential documents and information with utmost discretion.
• Assist with internal and external communications, including drafting emails and announcements.
• Track and manage tasks, deadlines, and priorities on behalf of executives.
• Support the planning and execution of executive-level meetings and corporate events.
• Conduct basic research and compile data as requested.
• Liaise with departments such as HR, Marketing, and Business Development to facilitate smooth operations.

Qualifications & Skills:

• Bachelor's degree in business administration or related field.
• Project Management Software fluency is a must.
• 3+ years of proven experience as an Executive Assistant or similar role.
• Fluency in Arabic and English (written and spoken) is mandatory.
• Excellent organizational and time-management skills.
• Strong verbal and written communication abilities.
• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• High level of discretion and confidentiality.
• Ability to multitask, prioritize effectively, and work under pressure.

Why Join?

• Work with a dynamic leadership team.
• Thrive in a culture that values innovation, integrity, and growth.
• Opportunities for development and career progression.

We are seeking a highly skilled and organized Executive Secretary to provide administrative support to our CEO.

• Answer phone calls and emails, taking messages in a timely manner.
• Take accurate and comprehensive notes during meetings, ensuring all details are captured.
• Draft, format, and edit reports, documents, and presentations with precision and attention to detail.
• Maintain databases and keep records up-to-date, guaranteeing accuracy and accessibility.
• Liaise with internal departments, answer calls, and make travel arrangements as needed.
• Manage internal and external correspondence, ensuring prompt responses and follow-ups.
• Copy, scan, and fax documents efficiently, adhering to confidentiality guidelines.
• Prepare facilities for scheduled events and arrange refreshments when required.
• Observe best business practices and etiquette at all times.
• Maintain confidentiality and handle sensitive information with discretion.

• Certification in secretarial work, office administration, or related training is an asset.
• 2-3 years of experience as a personal assistant would be beneficial.
• Extensive experience in creating documents and spreadsheets using office software such as MS Word, Excel, and PowerPoint.
• Advanced typing, note-taking, record-keeping, and organizational skills are essential.
• Able to manage internal and external correspondence effectively.
• Working knowledge of printers, copiers, scanners, and fax machines is necessary.
• Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding.
• Excellent written and verbal communication skills are required.

Support Officer

We are seeking a detail-oriented and organized individual to provide administrative support to our team.

The successful candidate will be responsible for managing daily office needs and general administrative activities, including making travel and meeting arrangements, preparing reports, and maintaining filing systems.

• Provide administrative support to managers and employees
• Manage daily office operations and tasks
• Coordinate travel and meeting arrangements, prepare reports, and maintain filing systems

• Proven experience in administration or a related field
• Knowledge of office management systems and procedures
• Proficiency in MS Office (MS Excel and MS PowerPoint)
• Excellent time management skills, attention to detail, and problem-solving skills
• High School degree; additional qualification as an Administrative Assistant or Secretary will be beneficial

Personal Assistant to Chief Financial Officer

This role is an exciting opportunity for a highly organized and proactive individual to provide exceptional administrative support to the CFO and Corporate Development Team.

The ideal candidate will be responsible for:

• Managing the CFO's diary, organizing meetings and ensuring timely deadlines are met;
• Drafting correspondence, letters, emails and other documents as required;
• Handling corporate credit card transactions and reconciliation;
• Coordinating travel arrangements for the CFO and team, including European and international schedules;
• Providing holiday/sickness cover for other Executive PAs;
• Performing general admin duties, including PowerPoint presentations and tracking absence records;

The successful candidate will possess excellent interpersonal and communication skills, with the ability to interact with staff at all levels. They will also be highly organized, able to show initiative and prioritize tasks effectively.

Key qualifications include:

• Proven experience working as a Personal Assistant to board level executives;
• Highly organized and proactive approach;
• Excellent communication and interpersonal skills;
• Ability to work effectively in a team environment;
• High level of computer literacy, with proficiency in Microsoft Office applications.

We offer a competitive salary package and a dynamic working environment.

Apply now for this exciting opportunity!

The Lead Office Coordinator will oversee the day-to-day operations of the office, ensuring a smooth and efficient environment for all employees. This role involves managing multiple tasks, prioritizing responsibilities, and maintaining open communication with team members.

• Calendar Management:
• Organize, prioritize, and coordinate the CEO's daily schedule.
• Ensure there are no conflicts and rearrange commitments as necessary.
• Task Oversight:
• Monitor tasks assigned to all employees.
• Ensure deadlines are met and provide timely reminders.
• Office Management:
• Oversee office supplies.
• Manage mail and packages.
• Coordinate office maintenance.
• Meeting Participation:
• Attend high-level meetings.
• Take notes and provide summaries for the CEO.
• Project Support:
• Track the progress of all projects within the company.
• Liaise with team members to ensure milestones are met.
• Team Coordination:
• Coordinate team meetings.
• Track action and provide regular status updates to management.
• CRM Management:
• Oversee CRM systems.
• Ensure data accuracy.
• Manage sales pipelines.
• Strategic Support:
• Assist in strategic planning.
• Identify business priorities.

This role offers a dynamic and challenging work environment, with opportunities for growth and development. As a valued member of our team, you will receive a competitive salary and benefits package, including comprehensive training and support.

If you are a motivated and organized individual with excellent communication skills, we encourage you to apply for this exciting opportunity. Please submit your resume and cover letter, highlighting your relevant experience and qualifications.

The ideal candidate should be a highly organized and people-oriented individual with excellent multitasking skills.

1. Coordinate meetings, strategic activities, calendar appointments, professional communication, and public relations for the Board of Directors.
2. Draft letters, reports, proposals, and communicate effectively with prospects.
3. Ensure confidentiality in all job duties.
4. Prioritize multiple tasks seamlessly with excellent attention to detail.
5. Prepare and disseminate memos and documents.
6. Support colleagues by planning and distributing information.
7. Answer calls and respond competently with the office staff.
8. Improve office systems and manage filing.
9. Meet and greet visitors at all levels of seniority.
10. Handle incoming phone calls and emails, often corresponding on behalf of the Board of Directors.
11. Conduct background research and present findings to the Board of Directors.
12. Produce documents, briefing papers, reports, and presentations for the Board of Directors.
13. Take minutes of meetings or hearings and prepare the final document to be circulated.

A Bachelor's/Master's degree from an accredited university is required. At least 5 years of hands-on experience is preferred. Excellent verbal and written professional communication skills in English are necessary. Advanced proficiency in MS Office tools is expected. Timely completion of assignments and excellent problem-solving skills without assistance are desirable. Detail-oriented individuals with excellent research skills are encouraged to apply. Ability to handle a fast-paced environment and flexibility in adapting to various cultures are also essential.

Long-term employment with a tax-free salary, medical insurance, free tuition for employees' children in group-affiliated schools, and other benefits in accordance with UAE labor laws.

Administrative Support Officer

• Provide administrative support to management teams
• Ensure smooth operation of the office

• Excellent communication skills
• Attention to detail
• Ability to prioritize tasks effectively

Competitive compensation package and opportunities for career growth and professional development

Seeking an exceptional individual to provide high-level executive support to the Vice President of Administrative and Financial Affairs. The ideal candidate will possess outstanding organizational skills, strong discretion, and the ability to manage multiple priorities efficiently in a dynamic environment.

This role serves as the primary point of contact between the Vice President and internal/external stakeholders, ensuring seamless communication, effective time management, and smooth coordination of administrative and financial activities.

Key Responsibilities:

• Managing data collection and analysis to support strategic decision-making.
• Collaborating with academic and administrative units to enhance operational efficiency.
• Ensuring compliance with policies and procedures to manage fiscal resources effectively.

The successful candidate will play a vital role in advancing the institution's vision of fostering educational excellence and community engagement.

Required Skills and Qualifications:

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• Proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.
• Adaptability to university software systems and administrative processes.
• Strong organizational and time-management skills with the ability to prioritize tasks.
• Excellent written and verbal communication skills in both English and Arabic (bilingual preferred).
• High level of discretion and professionalism when handling sensitive information.
• Proficient in Microsoft Office Suite and other relevant software.
• Ability to work independently and as part of a team.
• Well-educated with a presentable personality, professional attitude, and classy demeanor.

Work Environment:

• The position is based on campus in Dubai International Academic City.
• Travel to conferences and workshops related to rankings and institutional effectiveness may be required.