Executive Assistant

Job Title: Executive Assistant

Department: Human Resources

Reports To: CEO | Chief Human Resources Officer

Type: Full-time

Location : DIFC, Dubai, UAE.

We are looking for an Executive Assistant who keeps the CEO one step ahead.

Someone who takes ownership and makes things happen.

Someone street-smart, highly organized, and resourceful who can manage the CEO's calendar, prepare clear meeting minutes, coordinate travel and hospitality, and follow through on executive commitments. Your primary focus will be supporting the CEO, alongside providing reliable support to the CHRO with HR coordination, records and systems.

This is a hands-on role. It requires ownership, responsiveness, sound judgement, and the ability to remain composed when priorities shift, plans change, or urgent requirements arise.

If your approach is to identify problems and pass them to someone else, this role will not suit you.

If you naturally take responsibility, close every loop, and find a practical way forward, we would like to meet you.

WHAT YOU WILL ACTUALLY DO

You will:

Executive support to the CEO

• Manage the CEO's calendar , appointments and priorities, resolve scheduling conflicts, protect time for key commitments and provide timely reminders.
• Coordinate CEO’s internal and external meetings , confirm attendees, prepare agendas and briefing papers, and ensure the CEO has the information required in advance.
• Prepare accurate meeting minutes , record decisions, action owners and deadlines, circulate as directed, and follow up on outstanding actions.
• Coordinate the CEO's domestic and international travel , including flights, hotels, visas, transport and detailed itineraries, with prompt handling of last-minute changes.
• Arrange executive and client hospitality , including hotel and restaurant reservations, meeting venues, airport transfers and business visits, with attention to preferences and professional standards.
• Source and coordinate client gifts within approved budgets, including shopping, packaging, delivery and confirmation, while maintaining accurate purchase records.
• Track the CEO's instructions and commitments, follow up with relevant HODs and external contacts, and flag pending decisions or delays before deadlines are missed.
• Handle executive correspondence and confidential documents with discretion, and remain responsive to urgent executive, travel and hospitality requirements outside normal working hours.

Support to the CHRO

• Assist the CHRO with scheduling, meeting coordination, documentation and follow-up on assigned HR activities and management actions.
• Maintain employee masters, HR records and approved HRMS updates, check data accuracy, and follow up on missing information and approaching document expiry dates.
• Support recruitment and onboarding coordination through vacancy postings, candidate sourcing, interview scheduling, assignment tracking, candidate follow-up and joining documentation under HR guidance.
• Build and maintain Excel masters and trackers, monitor deadlines and pending approvals, and provide the CHRO with concise updates on progress and matters requiring attention.

You should apply ONLY if you:

· Are street-smart, practical, and naturally solution oriented.

· Think beyond the immediate task and anticipate what needs to happen next.

· Are exceptionally organised and disciplined in maintaining trackers, records, deadlines, and documentation.

· Take ownership without requiring repeated reminders or supervision.

· Can manage multiple priorities while remaining calm, accurate, and professional.

· Are comfortable dealing with the CEO, senior management, clients, employees, hotels, airlines, venues and service providers.

· Are resourceful enough to find alternatives when the obvious option is unavailable.

· Are eager to learn, quick to adapt, and open to taking on responsibilities beyond a narrowly defined job description.

· Understand that executive support requires discretion, dependability, responsiveness and strong follow-through.

· Believe that identifying a problem is only the beginning; your real responsibility is helping resolve it.

You should NOT apply if you:

· Prefer fixed, repetitive tasks with limited ownership.

· Frequently need reminders to follow up or close pending matters.

· Escalate every issue without first exploring practical solutions.

· Struggle with changing priorities, urgent requests, or last-minute arrangements.

· Consider trackers and documentation to be routine paperwork rather than essential controls.

· Are uncomfortable being accountable for outcomes.

· Approach executive support as a standard desk job with strictly defined boundaries.

Non-negotiables:

· Minimum 5 years of relevant UAE experience in executive assistance, senior management support or a comparable coordination role.

· Valid UAE driving licence is mandatory.

· Strong experience in executive calendar management, meeting coordination and minutes, travel arrangements, hospitality and client liaison.

· Proven ability to track executive actions and deadlines, maintain accurate records and provide dependable HR administrative support.

· Strong communication, negotiation, coordination, and stakeholder-management skills.

· Excellent attention to detail, time management, confidentiality, and professional judgement.

· Strong proficiency in Microsoft Office, particularly Outlook, Word, PowerPoint and Excel, including the ability to build practical trackers and prepare clear reports.

· Bachelor's degree in Business Administration, Management, Human Resources or a related discipline.

What you’ll get:

· A high-ownership role with direct exposure to leadership and business operations.

· The opportunity to strengthen executive support and contribute to well-organised HR operations.

· A workplace that values initiative, sound judgement, reliability, and practical problem-solving.

· Competitive salary, DEWS contributions, visa, medical insurance, life insurance and performance-based rewards.

If you are the person who stays one step ahead, keeps everything organized, and finds a solution when others only see a problem, we would like to hear from you.

Pleasesubmit your resume and a cover letter to career@manojre.com outlining your experience and why you are the ideal candidate for this role with the subject line: Application - Executive Assistant

Pay: From AED1.00 per month

Application Question(s):

• What is your current monthly salary?
• What is your notice period?
• How many years of EA experience do you have?

Work Location: In person