Executive Assistant / Executive Secretary

Company overview

VIALLI GmbH is a German brand known for premium PPR and PEX piping systems used in water supply projects. Its products are engineered with advanced German technology, comply with DIN standards, and are designed for long-lasting performance and dependability. The company supports a wide range of infrastructure and construction requirements and operates internationally across Europe, several Asian markets, and the Middle East. VIALLI places a strong emphasis on accuracy, innovation, and building lasting relationships with both clients and colleagues.

Role summary

This is a full-time, on-site position in Dubai for an Executive Assistant / Executive Secretary. The selected candidate will support senior leaders with end-to-end administrative coordination, including calendar planning, meeting arrangements, travel logistics, and expense documentation. The position also involves drafting and polishing business correspondence, building presentations and reports, maintaining well-organized digital and physical records, and acting as a reliable liaison for both internal teams and external contacts. In addition, the role requires follow-through on action items, coordination of meetings and events, strict handling of confidential matters, and a proactive approach to anticipating executive needs.

Key duties

• Manage executive calendars, arrange appointments, and keep schedules organized and up to date.
• Coordinate meetings, events, and travel plans for senior leadership.
• Prepare, review, and format emails, letters, presentations, and reports.
• Track, prepare, and reconcile expense reports with careful attention to accuracy.
• Maintain orderly digital and paper filing systems for easy retrieval of records.
• Serve as a professional point of contact for internal stakeholders and external visitors or partners.
• Monitor follow-up tasks and help ensure timely completion of pending action items.
• Handle confidential information responsibly and support executives with proactive administrative assistance.

Required qualifications

• Proven experience supporting executives or senior managers in an administrative capacity.
• Ability to manage competing priorities, multiple requests, and changing schedules efficiently.
• Experience with expense reporting, including preparation, tracking, and reconciliation.
• Strong written and spoken communication skills with a polished professional approach.
• Advanced working knowledge of MS Word, Excel, PowerPoint, Outlook, or similar productivity software.
• Excellent organization, time management, reliability, and discretion when handling sensitive information.
• Prior work as an Executive Assistant, Executive Secretary, or in a comparable corporate or international environment is preferred.
• Fluency in English is required; knowledge of German or Arabic is an added advantage.
• A diploma or bachelor’s degree in Business Administration, Office Management, or a related discipline is preferred.

Additional information

The company’s work environment values precision, innovation, and long-term collaboration. The role is intended for a professional who can operate independently, maintain confidentiality, and keep executives organized and productive in a fast-paced setting.