Whiteshield
Executive & Office Assistant (UAE National)
- Permanent
- Dubai, United Arab Emirates
- Experience 2 - 5 yrs
- Urgent
Job expiry date: 11/03/2026
Job overview
Date posted
25/01/2026
Location
Dubai, United Arab Emirates
Salary
Undisclosed
Compensation
Salary only
Experience
2 - 5 yrs
Seniority
Experienced
Qualification
Bachelors degree
Expiration date
11/03/2026
Job description
The Executive & Office Assistant at Whiteshield in Dubai and Abu Dhabi is responsible for providing high-level administrative and operational support to the leadership team, ensuring smooth office operations, and delivering an exceptional visitor and employee experience. The role requires managing complex executive calendars, prioritizing competing meetings and deadlines, arranging travel logistics, monitoring emails, tracking expenses and reimbursements, and supporting confidential matters with discretion. The assistant will also coordinate office operations including supplies and equipment management, meeting room scheduling, onboarding support, building management liaison, safety and security compliance, and event coordination. Additionally, the role encompasses front desk responsibilities such as greeting visitors, answering calls, managing mail and packages, and maintaining professional and welcoming common areas. This position demands a proactive, detail-oriented, and solutions-focused individual capable of handling sensitive information, supporting executive priorities, and ensuring the office environment reflects professionalism and efficiency.
Required skills
Key responsibilities
- Manage complex executive calendars, proactively prioritizing competing meetings, deadlines, and commitments with key stakeholders
- Arrange travel logistics and prepare detailed itineraries for executives
- Monitor and organize executive email communications, ensuring timely follow-up and prioritization of key items
- Track and manage expenses, receipts, reimbursements, and budget-related administrative tasks with accuracy
- Support occasional personal tasks and errands for executives with discretion and professionalism
- Maintain high levels of discretion, judgment, and professionalism when handling confidential or sensitive matters
- Serve as a liaison between leadership and internal/external stakeholders to ensure effective communication and follow-through
- Handle special projects and tasks supporting executive priorities as assigned
- Oversee daily office operations to maintain a clean, organized, and efficient workspace
- Manage office supplies and equipment, ensuring availability and proper functioning
- Coordinate meeting room schedules, team events, and on-site meetings efficiently
- Assist with employee onboarding, including workspace setup and preparation of necessary materials
- Serve as the primary contact for building management, service providers, and visitors
- Maintain office safety and security procedures, controlling visitor access and following safety protocols
- Greet and assist visitors, clients, and team members professionally and warmly
- Answer and route incoming calls and respond to general inquiries
- Manage incoming and outgoing mail, deliveries, and packages
- Maintain reception and common areas to uphold firm and brand standards
- Provide day-to-day support to employees and visitors to ensure seamless office operations
Experience & skills
- Proven experience providing executive administrative support
- Strong organizational skills and attention to detail
- Ability to manage complex calendars and prioritize multiple tasks effectively
- Experience in arranging travel and preparing itineraries
- Proficiency in email management and professional correspondence
- Experience tracking expenses, managing receipts, and handling budget-related tasks
- Ability to handle confidential information with discretion
- Strong interpersonal and communication skills to liaise with stakeholders effectively
- Experience managing office operations, supplies, and equipment
- Knowledge of front desk procedures and visitor experience management
- Ability to coordinate meetings, events, and onboarding activities
- Familiarity with office safety and security procedures
- Proactive, solutions-oriented mindset with the ability to manage multiple priorities in a fast-paced environment
- Professional demeanor and ability to maintain a welcoming, efficient office environment