Executive Assistant

Job Code: 265/001/898
Industry: Manufacturing

Job Brief:
A reputed global company in Dubai is hiring an Executive Assistant to the Managing Director. This role is ideal for candidates with 5+ years of experience as an Executive Assistant or Personal Assistant in Dubai, especially within multinational companies. The Executive Assistant will manage complex schedules, support senior leadership, coordinate with internal departments, and ensure smooth delivery of projects and communications. Candidates must be proficient in Excel, PowerPoint, and business communication, with a proactive approach and ability to work independently.

Job Responsibilities:

• Manage scheduling, coordination of meetings, travel arrangements, and diary management for the Country MD.
• Ensure all direct reports of the Country MD adhere to administrative and travel compliance protocols.
• Prepare and maintain presentations, reports, and other key documents for the MD.
• Organize and facilitate quarterly Town Hall meetings, coordinating with stakeholders and representatives.
• Collaborate with HR to create and update the company Organogram based on business needs.
• Assist HR with manager-specific initiatives such as Employee Engagement Workshops, surveys, and internal programs.
• Support event planning in coordination with the marketing team, aligning materials and requirements with the MD.
• Draft and distribute internal communications including announcements, newsletters, action plans, and strategic updates.
• Provide ongoing communication support in line with the division’s communication plan.
• Lead and coordinate cross-functional projects, ensuring participants follow through on agreed actions.
• Organize on-site and off-site meetings, including logistics, agenda preparation, minute-taking, and vendor invoicing.
• Handle confidential personnel and business information with discretion.
• Complete HR and Workday tasks as delegated by the MD.
• Review and submit expense reports, including preparing travel expenses for the MD.
• Manage local facility activities as instructed by the MD.
• Analyze sales, order intake, and financial data to create business presentations.
• Collect necessary data from departments to generate reports and strategic documents.
• Maintain comprehensive filing and retrieval systems and record meeting discussions.
• Assist the MD with correspondence, research, and document drafting.
• Maintain MD’s appointment schedules and coordinate travel, conferences, and calls.
• Perform additional tasks and special projects as assigned by the MD.