Executive Assistant

MEFMA Overview

The Middle East Facilities Management Association (MEFMA) is a non-profit, professional regional association headquartered in Dubai. It is dedicated to developing the Facility Management (FM) industry across the Middle East.

MEFMA supports the sector through a wide range of activities, including:

· Organizing FM events and conferences

· Building and delivering professional FM training courses and exams

· Publishing industry reports and thought leadership content

· Operating as a membership-based association for FM professionals and entities

MEFMA serves Middle East countries and works daily with a diverse group of stakeholders across the region. Despite its broad regional reach, MEFMA operates with a small team of 9 highly capable professionals, each playing a critical role in delivering impact efficiently and at high standards.

Required Qualities and Expectations

This role requires a highly organized, proactive, and detail-oriented professional responsible for providing comprehensive executive and administrative support to ensure the smooth and efficient day-to-day operations of MEFMA. The position serves as a key operational arm and trusted partner to the Executive Director, while also acting as a central coordination point for the team, enabling productivity, effective communication, and seamless workflow across the association.

By anticipating needs, managing priorities, and delivering high-quality administrative support, this role plays a vital part in enhancing leadership effectiveness and supporting the successful execution of MEFMA’s activities.

An ownership mindset, along with a flexible, responsible, and can-do attitude, is essential for all MEFMA team members, as each serve as an ambassador of MEFMA to our members, partners, vendors, and the wider industry.

Roles & Responsibilities

Administrative Responsibilities:

• Leadership Support: Provide comprehensive support to the Executive Director and Board Members

• Executive Director Support:

• Manage schedules, meetings, communications, documents, and administrative priorities while maintaining strict confidentiality

• Proactively anticipate needs and help optimize the Executive Director’s time, focus, and effectiveness

• Coordinate and maintain calendars, ensuring efficient scheduling and prioritization

• Prepare reports and presentations when required

• Provide flexible support in other capacities beyond job requirements

• Administrative Support: Provide comprehensive administrative support to the team in any required matters

· Correspondence Management: Handle and respond to all MEFMA correspondence across the association’s communication channels

· Meeting Coordination & Minutes: Organize meetings, prepare agendas, record accurate minutes, and ensure timely circulation while following up on action items

· Travel & Logistics: Arrange travel, accommodation, and logistics for team members and leadership when required

· Records Keeping: Maintain office records and files in both electronic and physical formats

· Dropbox Management: Ensure the Dropbox is well organized according to the guidelines and manage the access permission of each folder

· Database Management: Manage and update all MEFMA databases

· Office Operations and Requirements:

• Oversee the smooth day-to-day office operations to ensure an efficient working environment

• Ensure all office supplies are maintained and replenished including stationary, printer ink, paper, tissues, and any other necessities

• Ensure all office equipment and confidential documents are securely stored and locked

• Keep the office clean and organized on a daily basis

• Regularly check office storage and remove outdated items

· IT Support: Handle any IT-related matters

HR Responsibilities:

· Compliance Oversight: Ensure compliance with MEFMA’s policies and procedures by the team

· HR Administration: Manage employee records, contracts, work permits, insurance, leave tracking, and other HR administrative requirements

· Onboarding Coordination: Manage the onboarding process for new employees and interns, ensuring their smooth integration into MEFMA

· Offboarding Support: Oversee the end-of-employment process, including exit documentation, asset recovery, system access deactivation, final settlements coordination, and knowledge handover to ensure a smooth and compliant transition

· Recruitment Support: Assist in recruitment activities including job posting, scheduling interviews, coordinating with candidates, and preparing documentation

· Training Coordination: Assist in organizing training sessions and professional development initiatives for the team

· Employee Engagement: Support initiatives that enhance employee engagement, wellbeing, and workplace culture

Other duties as required and assigned by the Executive Director and the Growth Manager.

Key Requirements:

· Language: Excellent written and verbal English communication skills required; Arabic is an advantage.

· Experience: Minimum 3 years of experience as an Executive Assistant or Secretary supporting senior leadership in the UAE.

· Organization & Execution: Exceptional organizational, time management, and prioritization skills.

· Initiative & Problem-Solving: Proactive and resourceful, with the ability to find practical solutions, and resolve challenges independently.

· Executive Presence: Professional, presentable, discreet, and confident when interacting with senior executives and high-level professionals.

Job Type: Full-time

Pay: AED5,000.00 per month

Application Question(s):

• Did you read the job description well and understand the rules expectations ?
• What is your proficiency level in English ( Verbal & Written )?

Kindly ensure to give an accurate and true answer.

Education:

• Bachelor's (Required)

Experience:

• Executive Assistance: 3 years (Required)

Language:

• english (Required)

Location:

• Dubai (Preferred)

Work Location: In person