Executive Administrator

J. Awan & Partners

Job purpose:

The Executive Administrator will play a pivotal role in providing high-level administrative support to the CEO & executive team, ensuring seamless day-to-day operations. This position requires a dynamic, highly organized individual with a proven track record as an Executive Assistant, alongside experience in HR coordination and office management. The successful candidate will be instrumental in supporting strategic initiatives, managing confidential information, and ensuring the smooth functioning of the DIFC office.

Key Responsibilities include:

Executive Support:

• Provide comprehensive administrative support to CEO & executive mgt including calendar management, travel arrangements, meeting coordination, and correspondence.
• Well-versed in booking complex and proactive travel arrangements.
• Experienced in hotel bookings and related logistics
• Possessing extensive work experience in travel coordination and booking management.
• Prepare and review internal and external communications, reports, and presentations.
• Maintain a high level of confidentiality and discretion in handling sensitive information.
• Act as a liaison between executives and internal/external stakeholders.
• Liaising with PRO for labor, visa & other related HR matters.

Office Management:

• Oversee the day-to-day office operations, ensuring a professional and efficient working environment.
• Manage vendor relationships, office supplies, maintenance requests, and general facility needs.
• Organize and coordinate internal events, meetings, and team activities.

HR Support:

• Assist with onboarding and offboarding processes including coordination with DAFZA, DIFC and relevant authorities.
• Maintain employee records and support the administration of HR policies and procedures.
• Coordinate recruitment logistics, interview scheduling, and candidate communication.
• Support employee engagement initiatives and internal communication.