Executive Administrator

J. Awan & Partners

Job title: Executive Administrator
Reports to: SEO & Executive Management
Role: Full time
Location: Dubai International Financial Centre (DIFC), Dubai, UAE


Job purpose
The Executive Administrator will play a pivotal role in providing high-level administrative support to the SEO & 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 SEO & executive mgt including calendar management, travel arrangements, meeting coordination, and correspondence.
• 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 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.

Qualifications & Experience:

• Minimum of 5 years experience as an Executive Assistant, ideally in a DIFC or financial services environment.
• Demonstrated experience in HR administration and office management.
• Knowledge of DIFC regulations and administrative procedures is highly desirable.
• Bachelor's degree or equivalent qualification preferred.

Skills & Competencies:

• Exceptional organizational and time-management skills.
• High level of professionalism and discretion.
• Excellent verbal and written communication skills.
• Proficiency in MS Office Suite and business communication tools.
• Ability to work independently and manage multiple priorities in a fast-paced environment.