Executive Assistant/ Document Controller

Job Description: Executive Assistant/ Document Controller

Position: Executive Assistant

Location: UAE

Experience: 2–5 years of relevant experience preferred

Job Summary

We are looking for a well-organised, proactive and responsible Executive Assistant to provide document control, travel coordination, and administrative support to management. The ideal candidate should have experience maintaining company documents, managing records, booking flights and hotels, and handling day-to-day administrative responsibilities efficiently.

Key Responsibilities

• Maintain, organise, and update company documents, records and electronic filing systems.
• Ensure proper document filing, naming, version control and easy retrieval of records.
• Maintain incoming and outgoing document registers and track document submissions.
• Assist in preparing, scanning, printing, distributing and archiving documents.
• Monitor document expiry dates and follow up for renewals or updated documents when required.
• Arrange domestic and international flight bookings, hotel reservations and other travel arrangements.
• Coordinate airport transfers, transportation, itineraries and travel-related requirements.
• Prepare reports, presentations, letters and other documents as required.
• Maintain records, organise files and handle confidential information professionally.

Requirements

• Previous experience as an Executive Assistant, Personal Assistant or Administrative Assistant.
• Knowledge of document control procedures, document registers and record management.
• Good knowledge of flight ticket booking platforms, hotel reservation systems and travel arrangements.
• Proficiency in MS Office, including Word, Excel and Outlook.
• Excellent organisational, communication and time-management skills.
• Ability to multitask, prioritise work and solve problems independently.
• Professional attitude, attention to detail, discretion and confidentiality.
• Good command of English; additional languages are an advantage.