Executive Assistant​/Office Manager

Jubail Island Investment LLC | Full time

Abu Dhabi, United Arab Emirates | Posted on 06/02/2026

Jubail Island Investment Company is requesting an Assistant to the Executive Director – Support Services to provide daily administrative, coordination, and follow-up support to the Executive Director and the Support Services team.

The role requires a smart, alert, organized, and proactive person who pays attention to details, follows up without being pushed, keeps information confidential, and helps ensure that office matters, meetings, documents, approvals, and communications are handled properly and on time.

The candidate must also be comfortable using technology, including Microsoft Office, email, calendars, document management systems, online forms, shared folders, and other business applications.

• Manage the Executive Director’s calendar, meetings, appointments, and reminders.
• Screen calls, emails, correspondence, and requests, and redirect or handle them when appropriate.
• Prepare meeting agendas, presentations, management decks, minutes of meeting, and action trackers.
• Follow up with departments and stakeholders on pending actions, approvals, documents, and deadlines.
• Coordinate with HR, Finance, IT, Procurement, Sales and Marketing, Community Management, and other departments as required.
• Maintain proper filing, document control, records, registers, and electronic folders.
• Ensure documents are complete, accurate, properly formatted, and submitted on time.
• Handle confidential documents and information with professionalism and discretion.
• Support purchase requisitions, office requirements, IT requests, supplies, and general administrative matters.
• Assist in preparing reports, letters, memos, presentations, and other office documents.
• Coordinate with visitors, suppliers, consultants, service providers, and external stakeholders.
• Support office-related matters, including cleaning, maintenance, security, meeting rooms, and general office readiness.
• Use technology tools to organize work, track tasks, manage documents, and improve daily office coordination.
• Report urgent matters, delays, office issues, HSE concerns, or risks to the relevant person.
• Provide administrative support for meetings, workshops, events, and management visits.
• Carry out any other related tasks assigned by the Executive Director.

• Diploma or bachelor’s degree in Business Administration, Office Management, or a related field.
• Minimum 3–5 years of experience in administration, executive support, office coordination, or document control.
• Experience supporting senior management is preferred.
• Good knowledge of Microsoft Office, Outlook, Excel, PowerPoint, online calendars, shared folders, and document management tools.
• Experience with HR, procurement, finance, or office systems is an advantage.

• Alert, proactive, and attentive to details.
• Able to follow up and complete tasks without constant reminders.
• Organized and able to manage multiple tasks simultaneously
• Good communication and coordination skills.
• Comfortable using technology and office systems.
• Strong sense of confidentiality and professionalism.
• Able to work under pressure and handle urgent matters.
• Reliable, responsible, and service-oriented.
• Good writing, formatting, and document preparation skills.
• Able to deal professionally with internal and external stakeholders.

• Timely and accurate completion of assigned tasks.
• Quality of meeting minutes, reports, presentations, and documents.
• Effective follow-up on pending actions and approvals.
• Proper filing, document control, and records management.
• Responsiveness to the Executive Director and Support Services requirements.
• Ability to use technology to improve organization, tracking, and communication.
• Professional handling of confidential information.
• Smooth coordination with departments, visitors, suppliers, and stakeholders.

The duties listed above are not exhaustive. Additional tasks may be assigned from time to time based on business requirements.