Job Description

We are seeking a

highly organized, discreet, and business-savvy Executive Assistant

to provide

direct support to the Managing Director

.

This position goes beyond traditional administration -- it demands intelligence, emotional maturity, sound judgment, and the ability to anticipate needs, prioritize effectively, and ensure seamless coordination across business and personal domains.


You will serve as the MD's right hand -- managing calendars, communication, travel, confidential projects, and cross-functional coordination across companies and geographies.

Requirements

1. Executive Support

Manage complex calendars, schedules, meetings, and appointments for the MD. Handle confidential correspondence, drafting and reviewing emails, memos, and documentation with impeccable accuracy and tone. Prepare meeting briefs, minutes, follow-ups, and ensure timely completion of action items. Coordinate with senior management, clients, vendors, and partners on behalf of the MD.

2. Administrative & Operational Coordination

Maintain structured filing systems (digital via Google Drive) and oversee access rights and confidentiality. Manage office administration -- utilities, insurances, lease renewals, licenses, and supplier coordination. Support finance and compliance tasks -- expense tracking, petty cash, reconciliations, renewals. Oversee HR-related functions such as payroll coordination, attendance, and employee documentation in Zoho People/other HR Tech related software.

3. DMCC & Regulatory Coordination

Handle DMCC-related filings -- trade license, establishment card, visa processing and cancellations. Maintain records of all DMCC portal communications and approvals.

4. Travel, Events & Logistics

Arrange international travel, visa documentation, flight and hotel bookings, and itineraries. Manage event planning -- company functions, guest coordination, and internal celebrations. Support personal travel or family office-related arrangements when required.

5. Technology & Digital Systems

Manage user access on behalf of the MD on various online portals ( DMCC, Utilities, Company Softwares , Workable, slack , Notion, Google Workspace, Zoho) Ensure data privacy and handover protocols are followed meticulously. Maintain updated contact databases and digital organization of all administrative files.

Desired Profile:

Education

Bachelor's Degree in Business Administration, Management, or related field.

Experience

Minimum 5-10 years as an Executive Assistant / PA to a Senior Leader, ideally in trading, investment, or professional services environment.

Technical Skills

Strong proficiency in Google Workspace, MS Office, Zoho People, Workable, Slack, and digital organization tools.

Languages

Excellent command of English (written and spoken). Multi-language skills preferred.

Professional Qualities

Discretion, integrity, high attention to detail, confidentiality, and business sense.

Personal Attributes

Calm under pressure, proactive, emotionally intelligent, polished presentation, and a problem-solving mindset.

Benefits

Work directly with the Managing Director of a fast-growing international group. Exposure to global business operations in shipping, trading, and investments. High-performance culture with opportunities for professional development. * Dynamic, respectful, and growth-oriented workplace in Dubai.