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Executive Assistant
Cygnet.One
Dubai, UAE
Full Time
Mid
Onsite
1 weeks ago
Calendar ManagementOffice AdministrationDocument ManagementGoogle WorkspaceMicrosoft OfficeNotion
Free
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Calendar ManagementOffice AdministrationDocument Management
About the Role
Cygnet.One is seeking a proactive Executive Assistant in Dubai to support senior leadership with calendar management, priorities tracking, office administration, and government submissions.
Key Skills for This Role
Calendar ManagementOffice AdministrationDocument ManagementGoogle WorkspaceMicrosoft OfficeNotion
Responsibilities
- Own and manage a complex, fast changing calendar; proactively resolve scheduling conflicts and prioritize based on business impact
- Coordinate meetings across time zones, including logistics, agendas, and pre reads
- Block focus time and protect the executive's time from low priority distractions
- Track action items and commitments from meetings, calls, and emails; ensure nothing falls through the cracks
- Maintain a running priority list and proactively nudge stakeholders to close open items on time
- Prepare concise briefing notes ahead of meetings and summarize outcomes afterward
- Oversee day to day office operations — vendors, supplies, facilities, and general upkeep
- Manage relationships with building management, service providers, and local authorities as needed
- Support onboarding logistics for new hires (workstation, access, basic setup)
- Manage document preparation, tracking, and timely submission for government, legal, banking, or corporate requirements
- Maintain an organized, up to date filing system (digital and physical) for contracts, licenses, and official correspondence
- Track renewal deadlines proactively and flag risks well in advance
Requirements
- 3+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership
- Based in the UAE, with working knowledge of local administrative/government processes (immigration, trade license, Ejari, etc.) strongly preferred
- Exceptional organizational skills with the ability to juggle multiple priorities without dropping details
- Sharp judgment — able to distinguish urgent from important, and to make sound calls independently
- Excellent written and verbal English communication skills (Arabic is a plus)
- High proficiency with tools like Google Workspace/Microsoft Office, calendar management, and task tracking systems (Notion, Asana, Trello, etc.)
- Discreet, trustworthy, and comfortable handling confidential information
- A calm, solutions oriented approach under pressure; low ego, high ownership
Full Job Posting
About the Role
- We are looking for a sharp, highly organized, and proactive Executive Assistant to support senior leadership and help run day to day operations smoothly.
- This role goes beyond traditional scheduling — you will be a strategic partner who anticipates needs, manages priorities, drives follow ups to closure, and keeps the office running efficiently.
Key Responsibilities
- Own and manage a complex, fast changing calendar; proactively resolve scheduling conflicts and prioritize based on business impact.
- Coordinate meetings across time zones, including logistics, agendas, and pre reads.
- Block focus time and protect the executive's time from low priority distractions.
- Track action items and commitments from meetings, calls, and emails; ensure nothing falls through the cracks.
- Maintain a running priority list and proactively nudge stakeholders to close open items on time.
- Prepare concise briefing notes ahead of meetings and summarize outcomes afterward.
- Oversee day to day office operations — vendors, supplies, facilities, and general upkeep.
- Manage relationships with building management, service providers, and local authorities as needed.
- Support onboarding logistics for new hires (workstation, access, basic setup).
- Manage document preparation, tracking, and timely submission for government, legal, banking, or corporate requirements.
- Maintain an organized, up to date filing system (digital and physical) for contracts, licenses, and official correspondence.
- Track renewal deadlines proactively and flag risks well in advance.
What We're Looking For
- 3+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership.
- Based in the UAE, with working knowledge of local administrative/government processes (immigration, trade license, Ejari, etc.) strongly preferred.
- Exceptional organizational skills with the ability to juggle multiple priorities without dropping details.
- Sharp judgment — able to distinguish urgent from important, and to make sound calls independently.
- Excellent written and verbal English communication skills (Arabic is a plus).
- High proficiency with tools like Google Workspace/Microsoft Office, calendar management, and task tracking systems (Notion, Asana, Trello, etc.).
- Discreet, trustworthy, and comfortable handling confidential information.
- A calm, solutions oriented approach under pressure; low ego, high ownership.
- Bachelor's degree preferred but not mandatory if experience demonstrates strong capability.
Nice to Have
- Prior experience working with founders/executives in a startup or fast paced environment.
- Experience managing PRO related or government liaison tasks directly or via coordination with a PRO.
- A valid UAE driving license.
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