Executive Assistant

About Whiteshield

Whiteshield is an AI-first sovereign intelligence firm that helps public-sector leaders turn insight into action and move from planning to continuous adaptation. Its platform brings together workforce intelligence, economic intelligence, and adaptive policy tools to support real-time decision-making. Established in 2011, the organisation blends public policy expertise, proprietary data, and AI-enabled applications to help shape workforce development, economic competitiveness, and societal transformation.

Headquartered in Dubai (DIFC) and Riyadh, with a global presence across the Middle East, Europe, Africa, Eurasia, and Asia, Whiteshield works with governments, sovereign bodies, multilateral institutions, and major corporations. Its technology stack supports decision intelligence, workforce intelligence, and adaptive policy solutions.

The company’s mission is to contribute to adaptive societies where every citizen can learn, contribute, and connect.

Role Overview

Whiteshield is hiring a highly capable Executive Assistant to support senior leadership in the UAE. This is a permanent, UAE-based position that calls for someone who can operate confidently in a demanding, fast-moving consulting environment. The role requires strong judgment, excellent coordination skills, and the ability to handle shifting priorities while protecting the leader’s time and keeping stakeholders aligned.

The successful candidate will work closely with an Associate Partner, manage complex schedules, act as a key liaison for internal and external stakeholders, and stay ahead of changing needs with discretion and resilience.

Key Responsibilities

• Manage a highly complex and frequently changing calendar while safeguarding leadership time for the most important priorities.
• Arrange end-to-end travel logistics, including flights, hotels, visas, itineraries, and related coordination.
• Review schedules continuously through the day and rework plans as business needs evolve.
• Prepare agendas, briefing notes, meeting packs, and post-meeting action items.
• Monitor incoming communications and ensure urgent matters are handled without delay.
• Draft, edit, and format emails, presentations, and other business documents.
• Track deliverables, commitments, and deadlines to ensure follow-through.
• Serve as the main contact for senior government representatives, clients, and internal teams.
• Maintain trusted professional relationships while protecting confidentiality at all times.
• Coordinate meetings with senior stakeholders and help deliver a smooth client experience.
• Work with internal colleagues to collect information and support project needs.
• Assist with ad hoc operational and project coordination tasks.
• Handle approvals, expenses, and other administrative workflows.
• Keep records, documents, and filing systems accurate and well maintained.
• Support the planning of workshops, leadership sessions, and external events.
• Look ahead to upcoming needs and suggest ways to improve efficiency.

Requirements

• Professional training, qualification, or certification in Executive Assistance, Business Administration, Office Management, or a related field.
• At least 3 to 4 years of experience supporting senior executives, partners, or C-suite leaders.
• Background in consulting, professional services, government, or a corporate environment is required.
• Fluency in both Arabic and English, written and spoken, is essential.
• Strong command of Microsoft Office tools, especially Outlook, Word, PowerPoint, and Excel.
• Hands-on experience managing complex calendars and international travel.

Personal Attributes

• Excellent planning and prioritisation ability.
• Very strong attention to detail.
• Clear interpersonal and communication skills.
• High discretion and professionalism.
• Ability to build trust and credibility with senior stakeholders.
• Calm and composed when working under pressure.
• Flexible, resilient, and solution-focused.
• Proactive mindset with the ability to anticipate needs early.
• Strong ownership and accountability.
• Comfortable working independently and using sound judgment.

What Success Looks Like

The ideal candidate enjoys working in a fast-paced environment where priorities can change quickly and no two days are the same. They remain steady under pressure, adapt quickly, stay one step ahead, and work confidently with senior leaders and external stakeholders while upholding the highest standards of confidentiality and professionalism.

Perks and Opportunities

• Clear opportunities for progression in a performance-driven environment.
• Relocation support for candidates moving to the UAE, including visa sponsorship and assistance with transition.
• Tier 1 global medical coverage.
• Wellbeing support.
• Family allowance where applicable.
• Structured savings plans.
• Generous annual leave.
• Flexible work arrangements.
• Opportunities to connect through retreats and team events.

Additional Information

This is a permanent position based in the UAE. The role is intended for someone who can thrive in a high-intensity, high-accountability environment and support complex engagements that require sustained ownership and strong delivery.