Executive Administrator

Location: Dubai, UAE

Employment Type: Full-time

About the Role

We are looking for a highly organised, proactive and dependable Administrator to join our team in Dubai.

This is a varied role that goes beyond traditional administration. The successful candidate will support the Managing Director with day-to-day coordination, follow-ups and reminders, while also playing an important role in keeping company documentation, client requirements, activations and internal administrative processes organised and on track.

The ideal candidate is someone who takes ownership, follows through on tasks without constant supervision and is comfortable coordinating between multiple stakeholders.

Key Responsibilities

• Provide day-to-day administrative support to the Managing Director, including reminders, follow-ups, scheduling assistance and coordination of priorities.
• Maintain organised records and ensure important company, client and project documentation is properly filed, updated and easily accessible.
• Coordinate documentation and approval requirements for brand activations, mall installations and other client projects.
• Act as a key point of coordination between clients, mall management, suppliers, production teams and internal departments to ensure requirements are communicated clearly and completed on time.
• Manage the submission and follow-up of stand designs, permits, NOCs, insurance documents, technical requirements and other paperwork required for activation approvals.
• Review documentation before submission to ensure it meets the required standards and minimise unnecessary delays or resubmissions.
• Maintain clear communication with clients throughout administrative and approval processes, providing responsive and professional support.
• Track pending approvals, documentation, deadlines and outstanding actions, proactively following up with the relevant parties.
• Maintain and update contracts, agreements and other commercial documentation within the company’s internal systems.
• Provide administrative support to the Sales and Finance teams when required, including documentation, record keeping, quotations, invoices, client information and related coordination.
• Help improve internal administrative processes and ensure information is consistently documented and organised.
• Support other general office and operational administrative requirements as needed.

What We’re Looking For

• Strong organisational and time-management skills.
• Excellent attention to detail, particularly when handling documentation and approvals.
• Strong written and verbal communication skills in English.
• Confident communicating professionally with clients, mall management, suppliers and internal teams.
• Ability to manage several ongoing tasks and deadlines simultaneously.
• Proactive approach with a strong sense of ownership and follow-through.
• Good working knowledge of Microsoft Office, particularly Word, Excel, PowerPoint and Outlook.
• Comfortable working in a fast-moving environment where priorities can change.
• Previous experience in administration, executive support, client servicing, events, activations, media, advertising or a similar coordination role would be an advantage.
• UAE experience and familiarity with mall or activation approval processes would be highly beneficial.

The Person We Want

We are looking for someone who does not simply wait to be given the next task. You should be comfortable keeping track of what is pending, following up with the right people and making sure nothing falls through the cracks.

You will be working across management, clients, sales, finance, suppliers and external stakeholders, so professionalism, responsiveness and the ability to keep things organised are essential.

If you are someone who enjoys bringing structure to a busy working environment and takes pride in getting things completed properly and on time, we would like to hear from you.

Pay: Up to AED6,000.00 per month

Application Question(s):

• How many years of experience do you have in an administrative or coordination role?
• Do you have experience working in media, advertising, events, activations or Out-of-Home (OOH/DOOH) advertising?
• How many years of work experience do you have in the UAE?

Work Location: In person