Executive & Office Assistant (UAE National)

Responsibilities

Executive Administrative Support

• Manage complex calendars and proactively prioritise competing meetings, deadlines and commitments with key stakeholders
• Arrange travel, logistics and detailed itineraries
• Monitor and organise email communications and ensure timely follow-up on key items
• Track and manage expenses, receipts and reimbursements
• Support occasional personal tasks and errands with professionalism and discretion
• Act as liaison between leadership and internal/external stakeholders
• Handle ad hoc projects that support executive priorities

Office Operations & Coordination

• Oversee daily office operations to maintain a clean, organised and efficient workspace
• Manage office supplies, equipment and vendor relationships
• Coordinate meeting room schedules, team events and on-site meetings
• Assist with onboarding (workspace setup, materials preparation)
• Maintain office safety and control visitor access as appropriate
• Ensure the office environment reflects a welcoming, professional atmosphere

Front Desk & Visitor Experience

• Greet and assist visitors, clients and team members in a warm, professional manner
• Answer and route incoming calls and respond to general enquiries
• Manage incoming/outgoing mail, deliveries and packages
• Maintain reception and common areas to uphold brand and firm standards
• Be present day-to-day to support employees and visitors as required

Requirements

• UAE National
• Proven office experience
• Calendar management
• Travel coordination
• Email management
• Expense tracking
• Office operations
• Visitor reception
• High discretion
• Communication skills
• MS Office proficiency
• Event coordination

Preferred Qualifications

• Previous executive assistant or office coordinator experience in a fast-paced professional services or advisory firm
• Bilingual: English and Arabic (preferred)
• Strong interpersonal skills and professional demeanour
• Experience liaising with senior stakeholders and external vendors
• Ability to manage competing priorities with a solutions-oriented mindset

Benefits

• Inclusive, equal-opportunity workplace
• Flexible working model to support work-life balance
• Recognition and career progression for strong performance
• Health and wellbeing focus
• Annual leave and paid leave provisions

About the Company

Whiteshield is a global policy advisory and AI economics firm that combines advanced tools and technology with international experts to support decision-makers on major societal challenges. The firm specialises in rapid decision support, data science algorithms and deep policy expertise, connecting policy, business and technology to deliver impactful solutions. This role supports Whiteshield's UAE offices and leadership teams in Dubai and Abu Dhabi.