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Executive Assistant to the CEO & Office Administrator
Embassy Capital Limited
Dubai, UAE
Full Time
Mid
Onsite
1 months ago
Diary ManagementTravel CoordinationOffice AdministrationMicrosoft OfficeCommunicationOrganizational Skills
Free
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Diary ManagementTravel CoordinationOffice Administration
About the Role
Embassy Capital Limited seeks a highly organised Executive Assistant & Office Administrator to support the CEO and ensure smooth office operations. The dual-function role includes diary management, travel coordination, and office administration.
Key Skills for This Role
Diary ManagementTravel CoordinationOffice AdministrationMicrosoft OfficeCommunicationOrganizational Skills
Responsibilities
- Managing the CEO's diary, scheduling meetings and appointments
- Coordinating domestic and international travel, including visas, hotels and itineraries
- Handling correspondence and communications on behalf of the CEO
- Preparing presentations, reports and meeting materials
- Taking minutes and following up on action items
- Acting as a gatekeeper; managing priorities and protecting the CEO's time
- Managing day to day office operations and ensuring a professional environment
- Liaising with DIFC portal for company admin, renewals and regulatory requirements
- Handling office supplies, vendor relationships and facilities management
- Supporting onboarding of new team members
- Managing petty cash, processing invoices and tracking expenses
- Serving as the first point of contact for clients and visitors
Requirements
- Minimum 3 years of experience in an EA, PA or Office Administration role
- Currently based in the UAE (candidates must be available to interview in person)
- Excellent written and spoken English (Arabic is a plus)
- Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Highly organised with exceptional attention to detail
- Discreet, professional and able to handle confidential information
- Self starter who can work independently in a small team environment
Full Job Posting
About the Role
- We are an asset management boutique firm based in the Dubai International Financial Centre (DIFC), looking for a highly organised, proactive and polished Executive Assistant & Office Administrator to join our team.
- This is a dual function role; you will be the right hand to the CEO while also ensuring the smooth day to day running of our office.
Executive Assistant Duties
- Managing the CEO's diary, scheduling meetings and appointments
- Coordinating domestic and international travel, including visas, hotels and itineraries
- Handling correspondence and communications on behalf of the CEO
- Preparing presentations, reports and meeting materials
- Taking minutes and following up on action items
- Acting as a gatekeeper; managing priorities and protecting the CEO's time
Office Administration Duties
- Managing day to day office operations and ensuring a professional environment
- Liaising with DIFC portal for company admin, renewals and regulatory requirements
- Handling office supplies, vendor relationships and facilities management
- Supporting onboarding of new team members
- Managing petty cash, processing invoices and tracking expenses
- Serving as the first point of contact for clients and visitors
What We're Looking For
- Minimum 3 years of experience in an EA, PA or Office Administration role
- Currently based in the UAE (candidates must be available to interview in person)
- Excellent written and spoken English (Arabic is a plus)
- Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Highly organised with exceptional attention to detail
- Discreet, professional and able to handle confidential information
- Self starter who can work independently in a small team environment
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