Executive Assistant

About the Company

Eastdil Secured is an international real estate investment bank that brings together commercial real estate insight and capital markets expertise. The firm focuses on delivering independent advice and aims to create value for clients through practical, inventive ideas and precise execution. Its team is made up of highly capable professionals connected across regions and levels, combining experience and resources to support strong transaction strategies worldwide.

The company values people with strong expertise, integrity, and commitment, and promotes hiring and advancement based on merit. It also encourages a workplace shaped by varied backgrounds and viewpoints, supporting creativity and innovation.

Role Overview

This is a full-time, in-person position based in the Dubai office. The Executive Assistant / Office Manager will handle a wide range of administrative and office support duties in a busy environment. The role supports several transaction professionals directly and also provides backup assistance to the wider team. Collaboration, professionalism, and the ability to work effectively with internal colleagues, clients, and vendors are essential.

Core Administrative Support

• Support transaction professionals with complex administrative needs, including travel arrangements, itineraries, agendas, and calendar management.
• Keep professionals updated on upcoming meetings, deadlines, and responsibilities, and follow up as needed.
• Arrange, move, and prioritize meetings according to business requirements.
• Handle a variety of administrative tasks such as expense tracking, submitting expense reports on time, drafting correspondence, processing charitable contribution requests, and managing client gifts and entertainment in line with policy.
• Edit, format, and print presentations and documents in PowerPoint, Word, Excel, and PDF.
• Print and assemble pitch materials.
• Provide occasional backup support to other EMEA Executive Assistants.

Office Management Duties

• Review inventory and place weekly orders for office supplies and snacks.
• Maintain basic office equipment and address malfunctions or office-related requests.
• Support food ordering, lunch planning, and other business meetings or events when needed.
• Coordinate logistics for in-office onboarding, including desks, phones, and computers.
• Manage the new joiner and leaver workflow through Eastdil’s DIFC portal.
• Help ensure the office follows Health & Safety requirements.

Event Coordination

• Assist in planning and delivering small local team events such as closing dinners, casual happy hours, golf outings, and similar gatherings.
• Track key event details including budget, attendees, risk considerations, venue confirmation, transport, and accommodation.
• Submit Gift & Entertainment approvals in accordance with company policy.
• Serve as onsite coordinator on event day to help ensure everything runs smoothly.

Qualifications and Experience

A bachelor’s degree is preferred. The ideal candidate will have at least 5 years of experience in a corporate setting supporting senior executives. Fluency in English is required, and additional languages are considered an advantage.

Skills and Competencies

• Exceptional organization and the ability to manage several priorities without losing accuracy.
• Strong attention to detail.
• Confident relationship-building and interpersonal skills across teams and stakeholders.
• Excellent written and spoken communication.
• Strong problem-solving ability with sound judgment and initiative.
• Resourceful team mindset, with the ability to work independently when needed.
• Discretion, flexibility, and the ability to handle changing demands while maintaining high client service standards.
• Proven ability to meet deadlines and perform well in a fast-paced environment.
• Experience managing complex calendars and expenses for multiple people.
• Strong computer literacy, including MS Office, Microsoft Teams, and Zoom.
• Ability to use an Apple device for remote connectivity.
• Experience with Concur and travel booking tools is an added advantage.

Additional Information

This role is based in Dubai and requires on-site attendance. The employer notes that responsibilities may evolve over time and may be adjusted with or without notice. The role also includes the possibility of supporting broader team needs beyond the core duties listed.

Apple device required for remote connectivity.