Executive Assistant

About the Role
We are seeking a highly organized, proactive, and technologically sophisticated Executive Assistant to provide strategic administrative, operational, and project management support to the DVP & Associate General Counsel International Legal Operations and other senior Legal and Compliance team members based in Dubai. This role is critical to ensuring the efficient operation of a fast-paced regional legal and compliance organization spanning multiple countries, business units, and time zones. The successful candidate will act as a trusted partner to senior leadership, managing complex schedules, coordinating regional initiatives, supporting legal and compliance activities, and driving operational excellence through the effective use of technology, automation, and AI-enabled tools including Microsoft Copilot.

The ideal candidate is an exceptional communicator, a skilled project coordinator, highly adept with Microsoft 365 applications, and able to independently manage competing priorities while maintaining the highest standards of professionalism, discretion, and confidentiality.

What You'll Do

Executive Support

• Manage highly complex and frequently changing calendars for senior legal and compliance leadership.
• Coordinate meetings across multiple countries, time zones, and stakeholders.
• Prioritize meeting requests and proactively resolve scheduling conflicts.
• Organize internal and external meetings, leadership offsites, workshops, and regional team events.
• Prepare agendas, meeting materials, pre-read packs, briefing documents, and follow-up action trackers.
• Attend meetings when required and prepare accurate meeting minutes and action summaries.
• Monitor and follow up on key deliverables and commitments arising from meetings.
• Act as a key point of contact for internal and external stakeholders on behalf of senior leaders.

Travel & Expense Management

• Coordinate all domestic and international travel arrangements, including flights, hotels, visas, ground transportation, meeting logistics, and itineraries.
• Prepare comprehensive travel packs and briefing materials.
• Process expense reports accurately and in accordance with company policies.
• Track approvals and ensure timely reimbursement and expense reconciliation.
• Support budget administration and monitoring for departmental activities.

Legal & Compliance Team Support

• Coordinate the preparation and distribution of legal and compliance reports, presentations, dashboards, and periodic updates.
• Support the organization and management of legal department records, documentation, and filing systems.
• Assist with document management, contract administration, signatures, and approval workflows.
• Coordinate legal and compliance training sessions, workshops, and regional meetings.
• Support compliance and governance processes, including tracking action items, certifications, training completion, and periodic reporting.
• Maintain strict confidentiality regarding privileged, commercially sensitive, and personal information.

Project Management & Operational Excellence

• Support the Legal and Compliance team to manage assigned cross-functional projects and departmental initiatives from planning through execution.
• Develop project timelines, trackers, reporting dashboards, and status updates.
• Coordinate stakeholders and follow up on deliverables to ensure objectives are completed on time.
• Support annual planning activities, department objectives, and operational reviews.
• Identify opportunities to improve processes, increase efficiency, and enhance collaboration across the team.
• Develop and maintain standard operating procedures, templates, and administrative best practices.

Presentation & Communications Support

• Prepare sophisticated executive-level PowerPoint presentations, reports, dashboards, and visual communications.
• Transform complex legal, compliance, and business information into professional and engaging presentation materials.
• Draft, edit, proofread, and format correspondence, reports, policies, presentations, and other business documents.
• Ensure consistency, accuracy, and professionalism across all communications.

Digital Transformation & AI Enablement

• Maximize the use of Microsoft 365 tools including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, Planner, and Copilot.
• Create and maintain automated workflows, document repositories, trackers, and collaboration tools.
• Identify opportunities to leverage AI and digital solutions to improve productivity and efficiency.
• Develop, configure, and manage Copilot-based agents and automated solutions to support recurring administrative, reporting, and project management activities.
• Act as a technology champion for the Legal & Compliance team, promoting adoption of new digital tools and best practices.

Office & Team Support

• Coordinate onboarding activities for new team members.
• Facilitate office access, visitor management, and administrative logistics as required.
• Maintain departmental records and organizational charts.
• Coordinate procurement of office supplies and other administrative requirements.
• Provide back-up support to other administrative professionals when needed.

Required Qualifications

• Bachelor's degree or equivalent professional qualification.
• Minimum 5 years of experience supporting senior executives, preferably within a multinational corporation.
• Experience supporting Vice President, General Counsel, Regional Director, or equivalent executive-level leaders.
• Experience working in legal, compliance, professional services, financial services, healthcare, or other highly regulated environments is preferred.
• Proven experience managing multiple priorities across international and culturally diverse teams.

Required Skills & Competencies

Communication

• Excellent written and verbal communication skills in English.
• Ability to communicate confidently with senior executives and stakeholders across all levels of the organization.
• Strong drafting, proofreading, and presentation preparation skills.
• Arabic language skills are highly desirable.

Technical Expertise

• Expert-level proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Advanced PowerPoint skills with demonstrated ability to create executive-quality presentations.
• Strong Excel capabilities, including data analysis, reporting, dashboards, and tracking tools.
• Proficiency with SharePoint, OneDrive, and other Microsoft 365 collaboration platforms.
• Advanced knowledge of Microsoft Copilot and AI-powered productivity tools.
• Demonstrated ability to create, optimize, and manage AI agents, workflows, and automation solutions.

Organizational Excellence

• Outstanding time management and prioritization skills.
• Exceptional attention to detail and accuracy.
• Strong project management and coordination capabilities.
• Ability to work independently and proactively.
• Excellent follow-through and execution skills.
• Ability to manage competing priorities under tight deadlines.

Professional Attributes

• High degree of discretion and integrity.
• Ability to handle confidential and privileged information appropriately.
• Strong problem-solving and decision-making skills.
• Positive, collaborative, and service-oriented mindset.
• Adaptability and resilience in a fast-paced international environment.
• Strong business judgment and professional maturity.

Preferred Qualifications

• Experience supporting senior legal and compliance leaders.
• Experience preparing board, leadership team, or governance committee materials.
• Familiarity with legal operations, contract administration, compliance programs, or corporate governance processes.
• Formal project management training or certification is an advantage.
• Experience working across the Middle East, Africa, Turkey, US, Europe, or global organizations.

Why Work Here
You will have the opportunity to work directly with senior legal and compliance leadership across one of the world's leading healthcare companies. You will be a key contributor in a dynamic international environment, helping drive operational excellence, innovation, and business success while leveraging leading-edge technology and AI tools to transform the way work gets done.

Location and Additional Details

• Location: United Arab Emirates > Dubai: Dubai Airport Freezone, Building 5WA, Floor 8
• Work Shift: Standard
• Travel: Not specified
• Medical Surveillance: Not Applicable
• Significant Work Activities: Not Applicable

Salary Information
The base pay for this position is not available. In specific locations, the pay range may vary from the range posted.