Executive Assistant and Operations Manager

Executive Assistant & Operations Coordinator

iLLimite Business LLC is a UAE-based business consulting firm providing company formation, corporate structuring, taxation, accounting, compliance and business support services. The company also assists businesses with technology, automation and operational efficiency solutions.

Location

Dubai, UAE

Employment type

Full-time

Reporting to

Founder / Managing Director

Role purpose

We are seeking a highly organised, proactive and dependable professional to manage day-to-day business operations, client coordination and administrative responsibilities while providing direct support to the Managing Director. The role combines company-formation coordination, client service, executive assistance and general administration.

1. Company Formation & Client Operations

· Manage the administrative process for new company formations from client handover through licence issuance and post-incorporation follow-up.

· Coordinate with UAE free zones and relevant licensing authorities on applications, approvals, payments and licence issuance.

· Collect and organise client KYC documents and supporting information; check files for completeness against approved checklists.

· Prepare application forms, incorporation documents and other routine paperwork using approved templates and instructions.

· Follow up on trade name reservations, initial approvals, licence issuance and other formation formalities.

· Coordinate visa processes, including entry permits, medical tests, Emirates ID and residency follow-ups.

· Keep clients informed of progress, pending documents and next steps; escalate delays or complex matters.

· Coordinate post-incorporation support, including bank-account assistance and delivery of company documents.

1. Client Relationship & Communication Management

· Manage routine client communications through WhatsApp Business, email and telephone.

· Respond to routine queries professionally and promptly, using approved information and escalating technical or sensitive questions.

· Follow up for outstanding documents, information, signatures and administrative requirements.

· Coordinate with the India accounts team on client accounting, billing and compliance requests.

· Ensure client requests are logged, assigned and followed through to completion.

1. Executive Assistance to the Managing Director

· Manage the Managing Director's business calendar, appointments and meeting schedules.

· Organise business contacts, correspondence, emails and important documents, using delegated access where appropriate.

· Coordinate business travel, flights, hotels, local transport and bookings.

· Prepare meeting schedules, agendas, briefing materials and follow-up notes as requested.

· Accompany the Managing Director to business meetings or appointments when required.

· Maintain reminders for important commitments and deadlines; handle confidential information with discretion.

1. Personal Assistance & General Administration

· Coordinate personal appointments, schedules and local bookings as requested.

· Arrange home maintenance visits and coordinate household vendors when required.

· Assist with personal administrative arrangements and occasional errands within agreed working arrangements.

· Maintain clear boundaries, confidentiality and sound judgement when handling personal matters.

1. Marketing & Social Media Coordination

· Monitor iLLimite's Facebook, Instagram and other social media accounts for routine activity and incoming enquiries.

· Route sales enquiries promptly to the Business Development Executive and flag complaints or sensitive messages.

· Coordinate with external graphic designers, video editors and social media agencies.

· Research suitable vendors for marketing, printing, website and promotional requirements; obtain quotations for approval.

· Coordinate content calendars and check that approved posts are published as scheduled.

· Assist with basic Canva designs and simple creative updates where practical.

· Track vendor deliverables, timelines and marketing expenses for management review.

1. Documentation, Database & Administration

· Maintain organised digital folders for clients, suppliers and business operations in approved storage systems.

· Maintain the client master database, company formation tracker and operational task lists.

· Track licence details, visa information, renewals and important compliance dates where information is available.

· Manage the general business inbox and routine correspondence in line with approved procedures.

· Prepare quotations, engagement letters and other documents using approved templates and pricing.

· Maintain Excel trackers and prepare routine operational reports.

1. Process Development & SOPs

· Develop and maintain standard operating procedures and checklists for recurring activities.

· Document workflows for client onboarding, company formation, visa coordination and client handover.

· Identify operational gaps, missed handoffs and recurring delays; recommend practical improvements.

· Promote consistent use of CRM, Excel, automation and digital document-management tools.

Qualifications & experience

· Graduate in any discipline; business administration or commerce is preferred.

· Approximately 2–3 years' experience in administration, operations, executive assistance or customer coordination.

· UAE work experience is strongly preferred; exposure to UAE company formation and free zone procedures is an advantage.

· Excellent written and spoken English.

· Strong working knowledge of MS Excel, Word, email and Google Workspace.

· Familiarity with WhatsApp Business, CRM systems and digital document management.

· Basic Canva and social media knowledge is desirable.

Personal attributes

· Highly organised, detail-oriented and proactive.

· Professional, dependable and able to work independently.

· Strong communication and interpersonal skills.

· Able to multitask, prioritise and take ownership of follow-through.

· Trustworthy and discreet when handling confidential business and personal information.

· Comfortable coordinating with clients, free zones, authorities and external vendors.

Key performance indicators

· Timely processing and follow-up of company formations and visa matters.

· Accuracy and completeness of client documentation.

· Timely client responses and effective follow-through on routine queries.

· Up-to-date client databases, trackers and digital records.

· Timely escalation of pending information, operational issues and deadlines.

· Effective management of the Managing Director's calendar and agreed administrative tasks.

· Completion of marketing coordination tasks and vendor follow-ups.

· Creation and maintenance of useful SOPs and checklists.

Role boundaries

This is a multi-functional coordination role, not a position with independent authority to provide tax or legal advice, approve unbudgeted expenditure, make commitments on behalf of the company or access personal/business accounts beyond delegated permissions. Pricing, payments, sensitive client matters and exceptional decisions require management approval.

Working expectations

The successful candidate is expected to manage routine responsibilities with limited supervision, maintain accurate records, communicate clearly with the Dubai and India team, and escalate matters promptly when a decision or professional review is required.

Pay: AED3,500.00 - AED5,000.00 per month

Work Location: In person