Senior Executive Assistant | Hybrid | Dubai, UAE

Job Title: Senior Executive Assistant

Location: Flexible / Hybrid – Dubai Based

Salary: 25,000 – 30,000 AED Per Month

Reporting to: Co-Founders

Overview

We are seeking an exceptional Senior Executive Assistant to provide high-level, proactive support to two Co-Founders of a fast-paced, growing business. This is a critical role for someone who takes their career seriously, thrives on responsibility, and consistently delivers to an exceptional standard.

The successful candidate will act as a true right-hand partner — anticipating needs, owning outcomes, and ensuring the Co-Founders can focus on strategic priorities without distraction.

Key Responsibilities

Executive & Diary Management

• Full ownership of complex diary management for two Co-Founders, including scheduling, prioritisation, and conflict resolution

• Proactively manage time, ensuring meetings are purposeful, well-prepared, and aligned to business priorities

• Coordinate internal and external meetings across multiple time zones

Communication & Correspondence

• Draft, edit, and send professional emails on behalf of the Co-Founders

• Liaise confidently with clients, customers, partners, and senior stakeholders

• Follow up on actions, commitments, and customer communications to ensure nothing is missed

Meetings & Presentations

• Prepare high-quality meeting decks and supporting documentation

• Suggest clear, structured agendas ahead of meetings

• Capture actions and ensure follow-ups are completed on time

Travel & Logistics

• Arrange all travel including flights, hotels, ground transport, and itineraries

• Ensure travel is efficient, well-planned, and cost-conscious

• Handle last-minute changes calmly and effectively

CRM & Administration

• Maintain and update HubSpot accurately, ensuring data integrity

• Track interactions, follow-ups, and key customer information

• Support general administrative and operational tasks as required

Ad Hoc & Problem Solving

• Handle ad hoc requests with discretion, urgency, and professionalism

• Take ownership of tasks and see them through to completion

• Act as a trusted gatekeeper, solving problems before they escalate

Skills & Experience Required

• Proven experience as a Senior PA / Executive Assistant, ideally supporting founders, CEOs, or senior leadership

• Exceptional written and verbal communication skills

• Highly organised with outstanding attention to detail

• Strong experience managing complex diaries and priorities

• Confident preparing professional presentations and documentation

• Comfortable using CRM systems (HubSpot experience highly desirable)

• Calm, resilient, and effective under pressure

• Commercially aware, proactive, and solutions-focused

Personal Attributes

• Takes pride in their work and career progression

• Trustworthy, discreet, and highly professional

• Proactive self-starter who doesn’t wait to be asked

• Able to challenge constructively and offer better ways of working

• Reliable, driven, and outcome-focused

Why Join

This is a rare opportunity to work closely with two Co-Founders, gaining exposure to strategic decision-making while playing a pivotal role in the smooth running of the business. The role offers autonomy, responsibility, and the chance to make a real impact.

Executive Assistant - Boston, MA - $85,000 - $95,000

Executive Assistant

Boston, MA

$85,000 - $95,000

Job Description

Provides highly skilled administrative support to a Vice President, Medical Chair or Chief Physician and his/her staff.  General administrative support includes drafting correspondence, preparing presentations, reports, press releases, managing organizational contacts, attending meetings, preparing and distributing minutes; sorting mail and ordering supplies.  Assists with research grant application, tracking grant reporting and performing web research on federal research funding trends. Identifies articles and opportunities of interest to the department by reviewing websites and printed media. Acts as the first point of contact for the Office and triages calls from other departments, donors, the media, other scientists, politicians, advocacy partners and sometimes opposition groups.  Schedules meetings, makes travel arrangements and processes travel reimbursements in a timely manner.

Position: Executive Assistant        

Department: Strategic Plan

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

·        Provides executive administrative support to a Department Chair, Executive Director or Vice President and other department senior leaders, including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel and Microsoft Word.  

·        Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.

·        Analyzes, categorizes, prioritizes and distributes mail. May initiate responses for Chief’s review and/or complete and send out responses on his/her behalf, as per established protocols.

·        Maintains Chief’s calendar up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts.

·        Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.

·        Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed.  Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional. 

·        Follows up with managers, to ensure adherence to project and tasks deadlines.

·        Manages invoices and accounts payable for the department.  Manages subscriptions. Assists with monitoring departmental budget and account balances.

·        Monitors and maintains inventory of office supplies and equipment.  Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.

·        Evaluates, develops and revises administrative systems in order to improve efficiency.

·        Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. 

·        Creates reports, spreadsheets, charts, presentations or other correspondence requested.

·        Performs office related duties such as maintaining departmental files, manuals and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.

·        Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.

·        Acts as a liaison with external customers to ensure efficient communications.

·        Conducts online and other types of research

·        Performs other duties as assigned or as necessary.

JOB REQUIREMENTS

EDUCATION:

·        Bachelor’s Degree in related field is required or a combination of additional experience and training will be considered.

EXPERIENCE:

·        Minimum of Three (3) years of experience as an Executive Assistant supporting C-Suite executives, demonstrating progressively more responsible with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

·        1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

KNOWLEDGE AND SKILLS:

·        Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.

·        Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.

·        Excellent written and verbal communication skills.

·        Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.

·        High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

To Apply Please Complete the Form Below

Executive Assistant - USA, Sunnyvale CA - $90,000 - $110,000

Executive Assistant

USA, Sunnyvale CA

$90,000 - $110,000

Job Description

In our ‘always on’ world, we believe it’s essential to have a genuine connection with the work you do.

Our company is recruiting an Executive Assistant to join our team! This is a hybrid role and candidates will be based within a commutable distance to our office in Sunnyvale, CA.

This role will provide executive administrative support to the Companies NICS Segment President and members of his executive leadership team.

How You Will Make An Impact:

·        Lead complex and fast paced schedules and priorities for the executive and other members as needed

·        Build successful relationships internally and externally with board members, customers, partners, executives, suppliers, and employees

·        Organize and schedule an array of meetings and events (on-site, virtual, and hybrid), including both internal and external with employees, customers, partners, etc. across multiple time zones, (including event, catering, facilities, and transportation management when needed)

·        Lead all aspects of executive travel both international and domestic efficiently and accurately

·        Manage administrative processes including: subscriptions, memberships, external speaking opportunities, procurement, shipping, accounts payable, expense reporting, etc.

·        Manage special projects including presentation preparation, supporting NICS-wide initiatives, space planning, distribution list management, etc.

·        Support and prepare organization-wide communications

·        Partner with other executive assistants to ensure close alignment and connectivity across the NICS and the companies executive team

Required Qualifications For Consideration:

·        Minimum of 5+ years of executive administrative experience with high attention to detail, organizational skills, and processes

·        Experience working with executives that have a heavy travel and meeting schedule.

·        Experience with event planning

·        Experience with Microsoft applications and virtual meeting tools, expense reporting, travel management, purchasing tools, etc.

·        Strong verbal and written communication skills with the ability to communicate clearly and effectively with senior leaders and external partners at all levels

·        Ability to efficiently and effectively multitask, prioritize incoming requests appropriately, and manage conflicting priorities

·        A high degree of discretion and a strong commitment to confidentiality

You Will Excite Us If You Have:

·        Public company experience

·        Bachelor's Degree

·        Experience in the telecom/tech industry

Perks & Benefits:

Be rewarded with a comprehensive benefits package, including paid vacation, medical, dental, and vision plans, life, and accidental death insurance, a 401(k) plan, and participation in the Company’s EFIP.

We want to enable our employees to do their best work, using the right technology and in a location that make sense for the business, customers, and everyone involved. Our Flex@Work program encourages our employees to have flexibility in their work environment. This program is available to all employees where demands of the job and personal preferred working styles meet in middle, combining in office and at home, remote working.

Why Us:

Our company is on a quest to deliver connectivity that empowers how we live, work, and learn. Our employees push the boundaries of communications technology that enables ground-breaking discoveries like 5G, the Internet of Things, and gigabit speeds for everyone, everywhere. With our unmatched expertise in copper, fibre, and wireless infrastructure, our global clients rely on us to outperform today and be ready for the needs of tomorrow.

If you want to grow your career alongside forward-thinking, hardworking, and caring people who strive to build what's next…..come connect to your future with us. Our Company is an Equal Opportunity Employer (EEO), including people with disabilities and veterans.