Senior Executive Administrator

Job Title:

Executive Administrator – Operations & Business Support

Salary
: up to AED 15,000

We are looking for a proactive, highly organized, and business-focused Executive Administrator – Operations & Business Support to work closely with the business owner and support the day-to-day operations of the organization.

This role goes beyond traditional administration. You will be responsible for executive support, business setup and compliance, finance coordination, operational management, HR administration, and stakeholder management. The ideal candidate is resourceful, detail-oriented, and capable of managing multiple priorities while maintaining complete confidentiality.

• Provide comprehensive administrative support to the Owner/Managing Director.
• Manage calendars, meetings, appointments, and travel arrangements.
• Prepare reports, presentations, business correspondence, and meeting minutes.
• Track action items and ensure timely follow-up on key initiatives.
• Handle confidential information with the highest level of professionalism.

• Coordinate company formation, branch registrations, and business setup activities.
• Liaise with government authorities, free zones, banks, and external service providers.
• Process trade licenses, renewals, visas, permits, and regulatory documentation.
• Maintain corporate records and ensure compliance with UAE regulations.

• Develop and improve administrative processes and operational workflows.
• Monitor office facilities, vendor contracts, supplies, and service providers.
• Track ongoing projects and ensure deadlines are achieved.
• Prepare operational reports and management updates.

• Coordinate with the Finance team regarding invoices, payments, purchase orders, and expenses.
• Assist with budget monitoring and administrative cost control.
• Prepare financial summaries and management reports.
• Support banking activities and payment documentation.
• Maintain organized financial and administrative records.

• Assist with recruitment documentation and employee onboarding.
• Maintain personnel records and HR documentation.
• Track employee leave and administrative HR requirements.
• Coordinate training schedules and company policies.
• Liaise with suppliers, consultants, government entities, and business partners.
• Source quotations and negotiate with vendors when required.
• Monitor contracts and ensure timely renewals.
• Maintain strong relationships with external stakeholders.

• Maintain filing systems and document control.
• Draft official letters, reports, and business documentation.
• Manage procurement of office supplies and equipment.
• Perform additional administrative and operational duties as assigned by the Owner.

• Bachelor's degree in Business Administration, Management, Finance, or a related field.
• 3–5 years of experience in Executive Administration, Office Management, Operations, or Business Support.
• Fluency in speaking Arabic.
• Previous experience supporting senior executives, directors, or business owners.
• Experience with UAE business setup, licensing, and government procedures is highly preferred.

• Strong organizational and multitasking abilities.
• Excellent business and commercial awareness.
• Sound financial and administrative knowledge.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Experience with ERP or accounting software is an advantage.
• Ability to work independently with minimal supervision.
• High level of integrity, discretion, and confidentiality.

• Proactive and self-driven professional.
• Detail-oriented with exceptional organizational skills.
• Strong leadership and coordination abilities.
• Professional, trustworthy, and dependable.
• Adaptable to a fast-paced business environment.
• Excellent decision-making and follow-up skills.

• Opportunity to work directly with business leadership.
• Exposure to business operations, finance, compliance, and strategic projects.
• Dynamic and fast-paced work environment with opportunities for growth.
• A diverse role where no two days are the same.