Executive Assistant – Signage & OOH Advertising

JOB SUMMARY:
We are seeking an experienced Executive Assistant to provide high-level executive support, coordinate business operations, and ensure effective execution of management priorities for a leading UAE-based Signage Manufacturing and Outdoor Media Advertising company.

The ideal candidate will possess proven experience supporting CEOs, Managing Directors, and C-Level Executives, preferably within Signage Manufacturing, Outdoor Advertising (OOH), Digital LED Signage, Interior Fit-Out, Construction, Engineering, or other project-based industries.

This role requires a highly organized, proactive, and business-oriented professional with strong expertise in executive administration, stakeholder coordination, management reporting, meeting facilitation, and confidential documentation. The successful candidate will serve as a key coordination link between senior leadership and business functions, ensuring timely follow-ups, streamlined communication, and efficient execution of organizational priorities.

KEY RESPONSIBILITIES:

Executive & Strategic Administrative Support

• Provide comprehensive executive support to the CEO, Managing Director, and senior leadership team.
• Prepare executive presentations, business reports, proposals, correspondence, and management documentation.
• Manage executive calendars, appointments, meetings, travel arrangements, and competing priorities.
• Handle confidential business information, contracts, approvals, and corporate records with the highest level of discretion.

Business Operations & Cross-Functional Coordination

• Act as the central coordination point between senior management and Sales, Projects, Production, Procurement, HR, Finance, and Operations.
• Monitor management directives, business priorities, project updates, and operational deliverables to ensure timely execution.
• Follow up with department heads and relevant stakeholders on pending actions, deadlines, and critical business matters.
• Identify coordination gaps, escalate operational issues, and support management decision-making through timely updates and actionable insights.

Meetings, Reporting & Documentation

• Coordinate executive meetings, management reviews, board meetings, exhibitions, and corporate events.
• Prepare meeting agendas, presentations, Minutes of Meetings (MOMs), and action trackers.
• Monitor action items and ensure timely follow-up on decisions and commitments.
• Prepare management reports, operational summaries, dashboards, and business presentations.
• Maintain accurate, organized, and confidential corporate documentation with effective document control and version management.

Communication & Stakeholder Management

• Facilitate professional communication between senior leadership, internal departments, clients, vendors, consultants, and business partners.
• Manage executive correspondence, business communications, and sensitive stakeholder interactions.
• Build and maintain effective working relationships across UAE operations and external business networks.
• Ensure clear, accurate, and timely communication to support operational efficiency and business continuity.

Office Administration & Business Support

• Arrange executive travel, including flights, accommodation, visa requirements, and detailed itineraries.
• Oversee executive office administration and coordinate day-to-day administrative requirements.
• Support the preparation and coordination of business proposals, tender submissions, contracts, and strategic reports.
• Coordinate with HR on executive onboarding, confidential employee documentation, and administrative requirements.
• Identify opportunities to improve administrative workflows, reporting systems, and management support processes.

JOB REQUIREMENTS:
Qualification: Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related discipline. An MBA or relevant professional certification will be an advantage.

Experience:

• Minimum 5 to 8 years of experience as an Executive Assistant, Executive Secretary, or in a senior administrative support role.
• At least 3 years of direct experience supporting a CEO, Managing Director, Director, or C-Level Executive is mandatory.
• Experience in Signage Manufacturing, Outdoor Advertising (OOH), Digital LED Signage, Interior Fit-Out, Printing, and project-based industries is mandatory.
• Proven ability to coordinate cross-functional activities, manage executive priorities, prepare management reports, and follow through on critical business decisions.
• Experience supporting UAE/GCC business operations and working with senior stakeholders in a fast-paced corporate environment will be an advantage.

Technical Proficiency:

• Advanced proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Strong skills in business correspondence, executive presentations, management reporting, and professional documentation.
• Proficiency in Microsoft Teams, Zoom, Google Workspace, and digital collaboration platforms.
• Familiarity with ERP, CRM, document management systems, and project tracking tools will be an advantage.
• Ability to maintain organized records, manage multiple schedules, and track management actions using digital tools.

Leadership Competencies

• Exceptional organizational, multitasking, prioritization, and time management skills.
• Strong communication, business writing, interpersonal, and stakeholder management capabilities.
• High standards of professionalism, integrity, discretion, and confidentiality.
• Proactive approach to problem-solving, follow-ups, accountability, and execution.
• Ability to work independently, anticipate executive requirements, and manage competing priorities under tight deadlines.
• Strong attention to detail and the ability to maintain accuracy and composure in a demanding business environment.

WHY JOIN US?

• Competitive, market-aligned compensation based on experience and capabilities.
• Opportunity to work directly with the CEO and senior leadership of an established UAE-based signage and outdoor media company.
• Exposure to regional business operations, strategic decision-making, and cross-functional management.
• Professional development and long-term career growth opportunities.
• Opportunity to contribute to business efficiency, executive effectiveness, and organizational success.

Job Type: Full-time

Application Question(s):

• How many years of experience do you have supporting a CEO, Managing Director, or other C-Level Executive?
• Have you worked in Signage Manufacturing, OOH Advertising, Interior Fit-Out, or another project-based industry? If yes, mention your employer and role.
• What are your current monthly salary (fixed and benefits) and expected monthly salary in AED?
• What is your current UAE visa status? (Employment Visa / Visit Visa / Cancelled Visa / Own Visa / No UAE Visa)
• What is your notice period, and when can you join?

Work Location: In person