Executive Assistant to the CEO & Office Administrator

About the Role

This opportunity is with a boutique asset management firm located in the Dubai International Financial Centre (DIFC). The company is seeking a refined, proactive, and exceptionally well-organised Executive Assistant and Office Administrator to support the CEO and keep the office operating smoothly.

The position combines executive support with office administration. You will work closely with the CEO as a trusted right-hand partner while also making sure daily office activities, coordination, and administrative tasks are handled efficiently. The ideal person enjoys working in a busy environment, pays close attention to detail, and takes pride in making things run seamlessly behind the scenes.

Executive Assistant Duties

• Maintain the CEO’s calendar, including arranging meetings, appointments, and day-to-day scheduling.
• Organise travel within the UAE and internationally, covering flights, visas, hotels, and full itineraries.
• Manage incoming and outgoing communication on behalf of the CEO.
• Draft and prepare presentations, reports, and materials needed for meetings.
• Record meeting minutes and ensure follow-up on agreed actions.
• Protect the CEO’s time by filtering priorities and handling access appropriately.

Office Administration Duties

• Oversee daily office functioning and help maintain a polished professional workplace.
• Coordinate with the DIFC portal for administrative matters, renewals, and regulatory tasks.
• Handle office procurement, supplier coordination, and facilities-related support.
• Assist with onboarding activities for new employees.
• Manage petty cash, process invoices, and monitor expenses.
• Act as the first point of contact for clients and visitors.

Candidate Profile

The employer is looking for someone with at least 3 years of experience in an Executive Assistant, Personal Assistant, or Office Administration position. Candidates should already be based in the UAE and be available to attend an in-person interview.

Strong written and spoken English is essential, and Arabic will be considered an advantage. The role also requires solid working knowledge of Microsoft Office tools, especially Outlook, Word, Excel, and PowerPoint.

The right candidate will be highly organised, meticulous, discreet, professional, and comfortable managing confidential information. It is also important to be self-driven and capable of working independently within a small team.

Additional Information

This is a full-time, onsite position in Dubai, United Arab Emirates. The role does not state a salary, stipend, or specific number of openings. No fixed start date, duration, or application deadline is provided.