Executive Assistant

About Riviera Partners

Riviera Partners is a global executive search and recruiting firm specialising in the technology sector. We partner with innovative companies, from early-stage startups to Fortune 100 organisations, to build exceptional executive and technical leadership teams. Our success rests on deep technical expertise, an extensive network, and a commitment to quality.

We hire the best, and we make training, mentorship, and progression a priority so our people can reach their full potential.

About the Role

As a shared Executive Assistant, you will provide high-level administrative and operational support to the Partner in India and the Partner in Dubai, and to the teams in both locations. You will keep schedules, travel, and day-to-day logistics running smoothly across India and Dubai time zones. The role requires strong organisation, sound judgement, and discretion with confidential information.

Key Responsibilities

1. Executive support

• Manage the calendars, meetings, and priorities of both Partners, coordinating across India and Dubai time zones.
• Balance priorities and competing requests between the two Partners, escalating conflicts where needed.
• Prepare for meetings by arranging agendas, materials, and follow-ups, and track action items to completion.
• Draft and manage correspondence, documents, and presentations.
• Act as a first point of contact for internal and external stakeholders on the Partners' behalf.

1. Travel and logistics

• Arrange domestic and international travel, including flights, accommodation, visas, and local transport.
• Coordinate with vendors for cabs, venues, and other travel services, and keep itineraries up to date.
• Organise internal meetings, offsites, and events, including agendas and follow-ups.

1. Dubai team coordination

• Coordinate with the Dubai team on scheduling, logistics, and administrative requests.
• Keep information flowing between the India and Dubai teams so that nothing is missed across time zones.

1. Finance and operations support

• Prepare, track, and submit expense reports and vendor invoices in line with company process.
• Liaise with Finance, HR, and external vendors on administrative matters.
• Coordinate office access, workspace, and visitor arrangements, including WeWork or similar workspace providers.

1. Confidentiality

• Maintain confidential records and handle sensitive business and personnel information with discretion.

Required Qualifications

• 4 to 7 years of experience as an Executive Assistant or in a similar role supporting senior leadership.
• Experience supporting international teams, ideally in the Middle East.
• Excellent written and spoken English.
• Proficiency in Microsoft Office, and in calendar, travel, and expense tools.
• Strong organisational, time management, and communication skills.
• A high level of professionalism, confidentiality, and attention to detail.
• Bachelor's degree in any discipline.

Working Arrangements

• Flexibility to overlap with Dubai working hours (GST) as required.
• Occasional travel may be required.

Preferred

• Experience in professional services, executive search, or a technology company.
• Experience with expense and payroll tools such as Rippling or similar.

Equal Opportunity

Originally posted on Himalayas