Executive Assistant and Office Administrator

Responsibilities

• Manage and coordinate the daily schedule, calendar, meetings, and travel arrangements of the CEO and Senior Management.
• Prioritize and handle incoming correspondence, emails, calls, and documents ensuring timely responses and follow‑ups.
• Take meeting minutes and track key tasks, deadlines, and commitments to ensure smooth workflow and accountability.
• Coordinate internal and external meetings, events, and appointments.
• Serve as the first point of contact for the CEO’s office, screening and prioritizing requests and inquiries.
• Liaise professionally with senior executives, business partners, clients, regulators, and other stakeholders.
• Coordinate communication between departments and management.
• Assist with internal announcements and documentation.
• Maintain confidentiality of information.
• Oversee day‑to‑day office operations to ensure smooth functioning.
• Manage office supplies, vendor relationships, and service providers.
• Coordinate facility maintenance and office equipment.
• Maintain organized physical and digital filing systems for the office.
• Ensure compliance with company policies and administrative procedures.
• Coordinate with finance for invoices, expense claims and petty cash.
• Manage comprehensive travel itineraries including flights, accommodations, visas, and local logistics.
• Prepare travel briefs and coordinate meetings during business trips.
• Process travel expense claims and ensure compliance with company policies.
• Coordinate meetings of the Board of Directors, Executive Committee, and other leadership forums.
• Arrange corporate travel visas, accommodation and itineraries.
• Organize company meetings and office events.

• Minimum of 3‑5 years of experience supporting C‑level executives as an Executive Assistant or Office Administrator.
• Experience in the oil & gas, energy, commodities, or financial services sector preferred.
• Exceptional written and verbal communication skills in English.
• Strong organizational and time‑management skills with ability to multitask effectively.
• High proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and document management systems.
• Experience handling confidential matters and managing executive‑level schedules and communications.
• Preferred familiarity with UAE office operations and documentation processes.
• Experience coordinating with government portals or PROs for documentation.
• Exceptional professionalism and discretion in handling sensitive information.
• Strong interpersonal and stakeholder management skills.
• Ability to anticipate needs and proactively address issues.
• Detail‑oriented, organized, and efficient under pressure.
• High emotional intelligence and ability to work in a multicultural environment.
• Flexible, adaptable, and responsive to changing priorities.