Sr Executive Assistant
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Key skills for this role
About the Role
Amgen seeks a Sr Executive Assistant to provide comprehensive administrative support to the MEA VP and Gulf GM in Dubai. The role involves managing complex calendars, coordinating travel, preparing meeting materials, and handling confidential communications.
Key Skills for This Role
Responsibilities
- Manage and optimize complex calendars for the MEA VP and Gulf GM
- Coordinate domestic, regional, and international travel arrangements
- Prepare, organize, and quality check materials for internal and external meetings
- Handle correspondence, emails, meeting requests, and phone communications on behalf of senior leaders
- Provide administrative support for Gulf and MEA leadership forums and business reviews
- Act as meeting secretary, including preparing agendas, capturing minutes, and tracking actions
- Manage expense reports, vendor invoices, procurement requests, and purchase orders
- Maintain executive records, distribution lists, filing systems, and shared folders
- Support executive office coordination needs in Dubai including visitor arrangements and meeting room logistics
- Handle sensitive and confidential information with the highest level of discretion
Requirements
- Bachelor's degree and 2 years of directly related executive administrative experience, OR Associate's degree and 6 years, OR High school diploma and 8 years
- Strong organizational and time management skills
- Proven experience supporting senior executives in a multinational, matrixed environment
- Advanced calendar management, travel coordination, correspondence, and meeting preparation capabilities
- High proficiency in Microsoft Office Suite including Outlook, PowerPoint, Word, Excel, Teams
- Financial and process discipline for handling expenses, invoices, procurement requests
- Excellent written and verbal English communication skills
- Ability to work from Dubai and flex across time zones
Full Job Posting
Live: What you will do
- The Sr Executive Assistant will provide comprehensive administrative and operational support to the MEA VP and Gulf GM, based in Dubai, UAE.
- This role requires a highly organized, proactive, and detail oriented professional who can manage complex executive schedules, coordinate across time zones, facilitate confidential communication, and ensure smooth day to day leadership operations.
Roles & Responsibilities: Executive & Administrative Support
- Manage and optimize complex calendars for the MEA VP and Gulf GM, including prioritization of meetings, agenda flow, and schedule changes.
- Coordinate domestic, regional, and international travel arrangements, including flights, accommodation, ground transport, visas, itineraries, and logistics.
- Prepare, organize, and quality check materials for internal and external meetings, including agendas, presentations, briefing documents, reports, and follow up actions.
- Handle correspondence, emails, meeting requests, phone communications, and document routing on behalf of senior leaders.
- Support on project management.
Leadership Team Support
- Provide administrative support for Gulf and MEA leadership forums and business reviews led by the MEA VP and Gulf GM.
- Act as meeting secretary when required, including preparing agendas, capturing minutes, tracking decisions, and tracking follow up actions.
- Serve as a central point of contact between the MEA VP, Gulf GM, leadership team, internal functions, external stakeholders, and visitors.
Operations Management
- Manage expense reports, vendor invoices, procurement requests, purchase orders, and other administrative financial processes.
- Maintain executive records, distribution lists, filing systems, shared folders, and business documentation.
- Support executive office coordination needs in Dubai for the MEA VP and Gulf GM, including visitor arrangements, meeting room logistics, technology setup, catering requests, and local vendor coordination.
- Track selected leadership actions, deadlines, and follow ups.
Confidentiality & Professionalism
- Handle sensitive and confidential business, employee, financial, and leadership information with the highest level of discretion.
- Act as a gatekeeper and trusted partner to help align access, decisions, and leadership time with business priorities.
- Represent the leaders and Amgen professionally with internal and external stakeholders.
Basic Qualifications and Experience
- Bachelor's degree and 2 years of directly related executive administrative experience OR Associate's degree and 6 years OR High school diploma / GED and 8 years.
Must Have Skills
- Strong organizational and time management skills.
- Proven experience supporting senior executives in a multinational, matrixed, or regional business environment.
- Advanced calendar management, travel coordination, correspondence, meeting preparation, and follow up management capabilities.
- High proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Word, Excel, Teams, and virtual collaboration tools.
- Financial and process discipline for handling expenses, invoices, procurement requests, budgets, and administrative tracking.
- Excellent written and verbal English communication skills.
- Ability to work from Dubai and flex across Gulf, MEA, and global time zones.
- Familiarity with procurement, expense, document management, or collaboration systems used in large organizations.
Good to Have Skills
- Experience in healthcare, pharmaceutical, biotechnology, or another highly regulated multinational environment.
- Knowledge of UAE/Gulf business etiquette, local vendor coordination, visitor handling, and regional travel or visa arrangements.
- Arabic language skills or strong regional cultural awareness are an advantage.
Soft Skills
- High degree of professionalism, discretion, integrity, and sound judgment.
- Excellent interpersonal skills with the ability to build trusted relationships across diverse teams and senior stakeholders.
- Proactive problem solving mindset with the ability to anticipate needs, remove barriers, and follow through independently.
- Adaptability, resilience, and composure in a fast paced environment with changing priorities.
- Collaborative mindset and service orientation.
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