Overview
Executive Administrative Assistant Jobs in Dubai, UAE at Petronex
About the Role
A privately held energy trading and marketing firm based in Dubai is seeking a highly capable Executive Administrative Assistant to support its senior leadership and take ownership of the day-to-day running of the office. The firm operates in international crude oil markets, working with major trading counterparties, producers, banks, and government entities across the Middle East, North Africa, and Europe.
This is a broad, high-trust role in a lean, entrepreneurial team. Beyond executive support, the successful candidate will function as the administrative backbone of the business — managing office operations, corporate administration, and compliance logistics with discretion, precision, and a strong sense of ownership.
Key Responsibilities
Executive Support
- Manage calendars, meetings, and travel itineraries across multiple time zones
- Coordinate visa applications, travel logistics, and accommodation for frequent international travel
- Support personal administrative matters for senior executives as required
Office Management & Facilities
- Take full ownership of daily office operations: facilities, supplies, equipment, and service contracts
- Manage relationships with landlords, suppliers, IT support providers, couriers, and other vendors, including contract negotiations and renewals
- Establish and maintain office policies, procedures, and administrative systems appropriate for a growing firm
- Manage the administrative budget, track office expenditure, and process invoices for approval
Corporate Administration & Compliance
- Manage free zone licensing, renewals, and compliance filings in coordination with corporate service providers and the free zone authority
- Maintain the corporate document register: licences, agreements, insurance policies, bank documentation, and statutory records
- Coordinate KYC and account documentation requests from banks, auditors, and counterparties
Human Resources Administration
- Administer the full employee lifecycle: employment contracts and offer letters, onboarding and offboarding, probation and end-of-service processing
- Manage employment visas, work permits, Emirates ID, and medical insurance enrolments and renewals in coordination with the free zone and PROs
- Maintain personnel files, leave and attendance records, and the HR policy handbook
- Support monthly payroll processing (including WPS submissions) in coordination with the finance function
- Coordinate recruitment logistics: posting roles, scheduling interviews, and managing candidate correspondence and reference checks
- Schedule performance reviews and maintain training and development records
Commercial & Stakeholder Coordination
- Act as first point of contact for visitors, counterparties, banks, auditors, and government entities
- Schedule and support meetings with international trading partners, including preparing agendas and taking minutes
- Maintain organised physical and digital filing systems for contracts, invoices, and shipping and banking documentation
- Assist the commercial and finance teams with document flows — contract execution, courier of originals, notarisation and attestation — and liaise with accountants and auditors during reporting cycles
- Track action items and follow up on deliverables across internal and external stakeholders
- Handle confidential commercial and financial information with absolute discretion
Events & Ad Hoc Support
- Organise business dinners, conference participation, and delegation visits
- Take on special projects and research tasks as assigned
Requirements
- 5+ years’ experience as an executive assistant, office manager, or senior administrator, ideally supporting C-suite or founders
- Prior exposure to trading, energy, shipping, banking, or professional services environments strongly preferred
- Demonstrated experience running an office independently — vendors, budgets, facilities, and administrative systems — in addition to executive support
- Working knowledge of UAE free zone administration (licensing, visas, compliance filings) strongly preferred
- Hands-on experience with UAE HR administration — visas, medical insurance, payroll/WPS, and employment documentation — is a strong advantage
- Fluent English essential; Arabic is a significant advantage
- Excellent written communication and document preparation skills; proficient in Microsoft Office (Word, Excel, PowerPoint, SharePoint/OneDrive or equivalent)
- Proven integrity and judgement in handling confidential information
- Highly organised, proactive, and able to build processes from scratch in a small team
- Flexibility to respond outside standard hours when commercial matters require
- Bachelor’s degree preferred
What We Offer
- Competitive tax-free salary commensurate with experience
- Employment visa, medical insurance, and annual flight allowance
- A broad, genuinely responsible role with direct access to senior leadership
- Exposure to international energy markets in a growing, entrepreneurial firm
Title: Executive Administrative Assistant
Company: Petronex
Location: Dubai, UAE
