Executive Assistant
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Key skills for this role
About the Role
Whiteshield seeks an Executive Assistant to support senior leadership in Dubai. The role requires 3-4 years of experience supporting C-suite executives, fluency in Arabic and English, and strong organizational skills in a fast-paced consulting environment.
Key Skills for This Role
Responsibilities
- Proactively manage an exceptionally complex, fast changing calendar while protecting the Partner's time and ensuring critical priorities are met
- Manage complex travel arrangements including flights, accommodation, visas, itineraries and logistics
- Continuously review and reprioritise schedules throughout the day, exercising sound judgement to respond to changing business needs
- Prepare agendas, briefing materials, meeting packs and follow up actions
- Screen and manage incoming communications, ensuring urgent matters receive prompt attention
- Draft, proofread and format correspondence, presentations and other business documents
- Track actions and deadlines, ensuring commitments are followed through
- Act as the primary point of contact for senior government officials, clients and internal stakeholders
- Build strong relationships while maintaining professionalism and confidentiality
- Coordinate meetings with senior stakeholders, ensuring seamless execution and excellent client experience
- Liaise with internal teams to gather information and support project requirements
- Support the Associate Partner with ad hoc operational and project related activities
Requirements
- Relevant professional qualifications or certifications in Executive Assistance, Business Administration, Office Management or a related discipline
- Minimum 3 4 years' experience supporting senior executives, partners or C suite leaders within a consulting, professional services, government or corporate environment
- Fluency in both Arabic and English (written and spoken) is essential
- Excellent Microsoft Office skills, particularly Outlook, Word, PowerPoint and Excel
- Experience managing complex calendars and international travel
- Outstanding organisational and prioritisation skills
- Exceptional attention to detail
- Strong interpersonal and communication skills
- High levels of discretion and professionalism
- Able to build credibility with senior stakeholders
- Calm under pressure and comfortable managing changing priorities
- Resilient, adaptable and solutions oriented
Full Job Posting
About Us
- Whiteshield is an AI native sovereign intelligence company helping governments move from insight to action and from planning to continuous adaptation.
- With principal operations in Dubai (DIFC) and Riyadh and a global footprint spanning the Middle East, Europe, Africa, Eurasia and Asia, Whiteshield serves governments, sovereign institutions, multilateral organizations and leading corporations worldwide.
Where You Fit In
- We are looking for an exceptional Personal Assistant to provide dedicated executive support to our Senior Leadership team based in the UAE.
- This is a demanding, fast paced role requiring someone who thrives under pressure, enjoys working at pace, and can confidently manage competing priorities in a dynamic consulting environment.
- The successful candidate will become a trusted partner to the Associate Partner, ensuring their time is effectively managed while anticipating needs, coordinating complex schedules, and acting as a key point of contact for internal and external stakeholders.
What You Will Do Executive Support
- Proactively manage an exceptionally complex, fast changing calendar while protecting the Partner's time and ensuring critical priorities are met
- Manage complex travel arrangements including flights, accommodation, visas, itineraries and logistics.
- Continuously review and reprioritise schedules throughout the day, exercising sound judgement to respond to changing business needs, shifting priorities and emerging demands while ensuring time is aligned to leaderships strategic priorities
- Prepare agendas, briefing materials, meeting packs and follow up actions.
- Screen and manage incoming communications, ensuring urgent matters receive prompt attention.
- Draft, proofread and format correspondence, presentations and other business documents.
- Track actions and deadlines, ensuring commitments are followed through
Stakeholder Management
- Act as the primary point of contact for senior government officials, clients and internal stakeholders.
- Build strong relationships while maintaining professionalism and confidentiality.
- Coordinate meetings with senior stakeholders, ensuring seamless execution and excellent client experience.
- Liaise with internal teams to gather information and support project requirements.
Administrative & Project Coordination
- Support the Associate Partner with ad hoc operational and project related activities.
- Coordinate approvals, expenses and administrative processes.
- Maintain accurate records, documents and filing systems.
- Assist with planning workshops, leadership meetings and external events as required.
- Anticipate requirements before they arise and proactively identify ways to improve efficiency
Qualifications
- Relevant professional qualifications or certifications in Executive Assistance, Business Administration, Office Management or a related discipline
- Minimum 3 4 years' experience supporting senior executives, partners or C suite leaders within a consulting, professional services, government or corporate environment.
- Fluency in both Arabic and English (written and spoken) is essential.
- Excellent Microsoft Office skills, particularly Outlook, Word, PowerPoint and Excel.
- Experience managing complex calendars and international travel
Who We Look For
- Outstanding organisational and prioritisation skills
- Exceptional attention to detail.
- Strong interpersonal and communication skills.
- High levels of discretion and professionalism.
- Able to build credibility with senior stakeholders.
- Calm under pressure and comfortable managing changing priorities.
- Resilient, adaptable and solutions oriented.
- Highly proactive with the ability to anticipate needs before they arise.
- Strong sense of ownership and accountability.
- Able to work independently while exercising sound judgement
Perks and Opportunities
- Accelerated Career Trajectory: We operate a performance driven environment with clear progression pathways
- Seamless Relocation: For those relocating we provide comprehensive transition support including visa sponsorship and relocation assistance enabling you to integrate quickly and focus on delivery from day one.
- Supporting Your Performance: We provide Tier 1 global medical coverage, wellbeing support, family allowances where applicable and structured savings plans.
- Helping Teams Perform: We work on complex high impact engagements that demand intensity and ownership. We offer generous annual leave, flexible work arrangements and opportunities to connect beyond the day to day through retreats and team events.
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