Executive Administrator

Job description

Visa is looking for an Executive Assistant in Dubai who will provide high-quality executive, operational and administrative support to senior leaders based in the city. The role requires exceptional judgment, discretion and organisation, and works across teams and time zones.

Responsibilities

• Manage complex executive calendars, travel arrangements, and meeting priorities across multiple time zones.
• Serve as a trusted point of contact for internal and external stakeholders, handling sensitive matters with professionalism, discretion, and sound judgment.
• Coordinate leadership meetings, operating reviews, strategic planning sessions, client engagements, offsites, and team events, including logistics, materials, agendas, and follow-up actions.
• Prepare presentations, reports, briefing materials, correspondence, and business communications for executive audiences.
• Maintain visibility of key leadership commitments, business priorities, deadlines, and action items, ensuring timely follow-through and execution.
• Facilitate effective communication and coordination between senior leaders, their teams, and stakeholders across CEMEA and global functions.
• Support onboarding and transition activities for new leaders and team members.
• Coordinate cross-functional projects and business initiatives, tracking priorities, risks, dependencies, and deadlines.
• Leverage approved AI-enabled and digital productivity tools to improve meeting preparation, document development, workflow management, and information synthesis.
• Identify opportunities to simplify, standardize, and automate recurring administrative and operational processes.
• Coordinate complex domestic and international travel, including itineraries, visas, accommodations, transportation, and travel documentation.
• Support UAE immigration-related activities where business assistance is required.
• Organize leadership offsites, conferences, client events, corporate hospitality activities, and team engagements, including vendor coordination and compliance requirements.
• Manage executive expenses, purchase orders, invoices, supplier onboarding, contracts, and other administrative processes in accordance with company policies.
• Support budget tracking, reporting, documentation management, and governance requirements.
• Conduct research, prepare summaries and recommendations, and provide support on special projects and strategic initiatives as required.
• Partner with Executive Assistants and administrative professionals across the organization to ensure seamless support and coverage.

Requirements

• Minimum 7 years of experience in an Executive Assistant, Administrative Assistant, Business Operations, or similar support role, preferably within a multinational or highly matrixed organization.
• Proven experience supporting Vice President-level or other senior leaders in a fast-paced and complex environment.
• Demonstrated ability to manage complex calendars, international travel, multiple priorities, and competing deadlines.
• Strong organizational, prioritization, stakeholder management, and communication skills.
• Proven ability to handle highly confidential information with discretion and professionalism.
• Proactive, resourceful, and solutions-oriented, with strong judgment and the ability to anticipate business needs.
• Experience coordinating across multiple countries, cultures, functions, and time zones.
• Excellent written and verbal English communication skills.
• Strong interpersonal skills with the ability to build trusted relationships across all levels of the organization.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, Word, and SharePoint.
• Experience using AI-enabled productivity tools to support research, drafting, meeting preparation, workflow improvement, and collaboration.
• Familiarity with travel, expense, procurement, budgeting, and supplier management systems.
• Bachelor's degree or equivalent professional experience preferred.
• Experience supporting teams within the CEMEA region is an advantage.

Skills

• Calendar Management
• Confidentiality
• Event Planning
• Executive Support
• Travel Coordination