Executive Assistant to Finance Manager

Position Summary

We are looking for a well-organized, detail-oriented, and proactive Executive Assistant to the Finance Manager to provide day-to-day finance, administrative, executive, and coordination support to the Finance Manager. The candidate will assist with financial documentation, reports, payment tracking, follow-ups, scheduling, and coordination with internal and external stakeholders.

Key Responsibilities

• Assist the Finance Manager with daily finance and accounting-related activities , including invoices, payments, receivables, expenses, and financial documentation.
• Maintain Excel trackers, financial data, payment schedules, MIS reports, and management summaries .
• Assist in preparing financial reports, presentations, reconciliations, audit documents, and other management reports.
• Track and follow up on pending payments, invoices, approvals, documents, and finance-related requirements with internal teams, clients, vendors, and banks.
• Manage the Finance Manager’s calendar, meetings, appointments, emails, correspondence, and follow-ups .
• Coordinate with internal departments and external stakeholders to collect required information and ensure timely completion of assigned tasks.
• Maintain proper filing and documentation of financial and business records and ensure confidentiality of sensitive information.
• Coordinate with HR for routine employee documentation, attendance, leave, and other information required by Finance and HR.
• Assist with internal communication, employee coordination, office administration, and other routine administrative requirements.
• Perform other finance, executive assistance, coordination, and ad-hoc tasks assigned by the Finance Manager.

Candidate Requirements

• Bachelor’s degree in Commerce, Finance, Accounting, Business Administration , or a related field.
• 2–5 years of relevant experience in Executive Assistance, or a similar role.
• Good working knowledge of MS Excel, Word, and PowerPoint .
• Basic understanding of accounting, finance, invoices, payments, receivables, and financial documentation .
• Strong organizational, coordination, and follow-up skills.
• Good written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Proactive, organized, and able to work independently.

Preferred UAE Experience

• Prior UAE work experience will be preferred.
• Familiarity with UAE business practices and financial documentation will be an advantage.
• Experience coordinating with UAE-based clients, vendors, banks, or government authorities will be an added advantage.
• Candidates with experience in shipping, logistics, trading, or related industries will be preferred.

Application Question(s):

• How many years of experience do you have as an Executive Assistant, Admin Assistant, or in a similar role?
• Do you have previous experience supporting a Finance Manager, CFO, Finance Head, or senior management?
• Do you have experience maintaining Excel-based financial trackers, MIS reports, payment schedules, or management reports?
• Do you have experience managing calendar, meetings, emails, appointments, documentation, and follow-ups for a senior manager?
• Do you have experience coordinating with HR for employee documentation, attendance, leave, or other routine employee-related requirements?
• Do you have experience in shipping, logistics, trading, or a related industry?
• What is your current visa status?

Work Location: In person