About the Role: Responsibilities, Skills, and Requirements
Introduction
Let’s be honest — behind every successful leader is someone quietly keeping the chaos in order. Have you ever wondered what it’s like to be that crucial right hand, the person who seems to know what needs to be done before anyone asks? We’re looking for a Personal Assistant/Executive Secretary in Dubai who loves creating order from complexity, thrives on supporting others, and knows that those seamless days don’t just happen by chance. If professional discretion and smart organization are your superpowers, this could be your next great move.
About the Company
Picture a workplace where attention to detail and proactive thinking are truly valued — and where the senior management team genuinely recognizes the impact of quality support. Our Dubai-based company isn’t just known for business excellence; it’s a close-knit environment where collaboration fuels both ambition and camaraderie. Whether it’s brainstorming better efficiencies or sharing a quick coffee between meetings, our culture is equal parts high-performing and human. Here, you’re not just a name on a payroll — you’re part of the engine that drives success.
What You’ll Be Doing
- Act as a reliable point of contact for senior management — handling calls, emails, and daily correspondence with professionalism and polish
- Juggle complex calendars: scheduling meetings, prioritizing appointments, and making sure no detail slips through the cracks
- Prepare and proofread documents, reports, and presentations, sometimes with tight turnarounds
- Organize travel arrangements, itineraries, and accommodation for leadership domestically and worldwide
- Maintain confidential files, handle sensitive information with discretion, and anticipate executive needs ahead of time
- Support event planning, from board meetings to internal celebrations (yes, you might get to pick the cake!)
- Step in to manage personal tasks that keep senior leaders focused on the bigger picture
- Keep the office running smoothly, liaising with vendors and supporting daily operations as needed
What You’ll Bring
Must-Haves:
- Previous experience supporting C-level or senior management (ideally 3+ years)
- Exceptional organization and multitasking abilities — you genuinely enjoy keeping many plates spinning
- Impeccable written and verbal English communication skills
- Professional discretion and a warm, even-keeled demeanor
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- A proactive, solutions-focused approach and a knack for prioritization
Nice-to-Haves:
- Experience working in Dubai or within the UAE business environment
- Fluency in another language (Arabic, French, etc.)
- Familiarity with virtual meeting tools and cloud-based workflow
Not sure you tick every box? We’d still love to hear from you.
Why You’ll Love Working Here
- Competitive salary with full-time, stable employment
- Dynamic, multicultural office in the heart of Dubai
- Supportive leadership team that prioritizes your development
- Occasional flexible working hours for the right candidate
- Regular team gatherings — and yes, birthdays matter here!
- Opportunities to learn, grow, and take on new challenges as the company expands
You’ll find that this is the kind of place where your efforts have real impact, and where your knack for making things “just work” is genuinely appreciated. If you’re ready to become an indispensable part of a forward-thinking team, we can’t wait to meet you.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Can you describe a time when you had to manage multiple executives’ calendars with closely overlapping priorities? How did you ensure no details were missed?
- Tell us about your experience preparing reports or presentations on tight deadlines—what tools or strategies help you deliver high-quality work under pressure?
- How do you maintain confidentiality when handling sensitive information or private communications for senior leaders?
- What methods do you use to stay organized when juggling a variety of administrative tasks, from travel booking to vendor management?
- Have you ever had to anticipate the needs of a manager before they asked? Can you walk us through a specific example?
- Which features of Microsoft Office Suite do you use most regularly, and are there any advanced tips or shortcuts you rely on?
- Describe a situation where a scheduled meeting or event suddenly changed. How did you respond, and what steps did you take to minimize disruption?
- When supporting high-level executives, how do you handle last-minute changes and unexpected requests while keeping your workflow uninterrupted?
- Tell us about a time you helped organize an internal company event or celebration. How did you contribute to making it successful?
- How do you ensure clear, professional communication when representing a senior leader with internal teams or external partners?
- Our team culture values both collaboration and independent thinking. How do you balance asking for input with taking initiative to solve problems on your own?
- The role occasionally includes personal tasks for executives. How do you maintain a professional boundary while being helpful and approachable?
- In a fast-paced, multicultural office like ours, how do you adapt your style to connect with colleagues from different backgrounds?
- What motivates you to take ownership and find solutions when unexpected challenges or competing demands arise?