Executive & Office Assistant

Responsibilities

• Provide executive administrative support including complex calendar management, travel planning, email triage, expense tracking and ad-hoc personal assistance for leadership.
• Act as primary liaison between executives, internal teams and external stakeholders to ensure timely communication and follow-up.
• Oversee daily office operations: manage supplies, equipment, meeting room bookings, onboarding logistics and vendor/building coordination.
• Maintain office security and safety procedures and control visitor access as appropriate.
• Serve as front desk lead: greet visitors, answer and route calls, manage mail and deliveries, and maintain reception and common areas.
• Support special projects and events, coordinating logistics and materials as needed.

Requirements

• Proven administrative experience
• Calendar management
• Travel coordination
• Expense tracking
• Office operations
• Front desk reception
• Confidentiality and discretion
• Microsoft Office
• Strong communication
• Time management

Preferred Qualifications

• Previous experience supporting senior executives
• Experience in a fast-paced professional services environment
• Bachelor’s degree or equivalent
• Bilingual (English and Arabic) is an advantage

Benefits

• Flexible hybrid working model promoting work–life balance
• Inclusive, supportive and merit-driven culture
• Recognition and career progression opportunities for high performers
• Commitment to equal opportunities and a welcoming workplace

About the Company

Whiteshield is a global policy advisory and AI economics firm that combines advanced technology, data science and expert policy insight to support decision-makers on complex global challenges. The firm operates in the UAE with roles based in Dubai and Abu Dhabi and values professionalism, discretion and collaboration in delivering rapid, high-quality support to clients and leadership.