Executive Assistant

Location – Abu Dhabi (Hybrid, 3 days in office, 2 days at home)

Must have Private Equity / Roadshow experience 

Salary: 30,000 AED per month (+ bonus)

Job Summary:

The Executive Assistant will play an integral role in the day-to-day operations of the Investor Relations team in Abu Dhabi. The team currently consists of a Partner, a Managing Director, two Principals (one of whom is based in Kuwait), an Analyst, an Office Manager, and an existing Executive Assistant.

This role has been created to support the team’s increasing workload and expanding responsibilities. The Executive Assistant will work closely with the Office Manager and the current EA to deliver high-quality, proactive support across a wide range of administrative and operational tasks. Responsibilities will be shared across the team and may evolve over time as the team continues to grow.

Key Responsibilities:

Calendaring, Roadshows, Conferences, and International Scheduling

• Manage complex executive calendars, coordinating meetings, calls, travel, and cross-functional priorities throughout the year.
• Support roadshow scheduling (2–3 per month during peak periods), including LP outreach, confirmations, conflict resolution, and coordination with colleagues responsible for travel arrangements.
• Send meeting invitations and maintain accurate, real-time updates across executive and team calendars.
• Track executive travel schedules and coordinate meeting rooms, building access, catering, and logistical arrangements for international engagements.
• Coordinate meetings across internal teams, acting as a central point of contact for scheduling and communication.
• Manage complex, multi-party scheduling that requires extensive coordination, time zone alignment, and stakeholder relationship management.
• Build and maintain a pipeline of qualified candidates for future hiring needs.
• Ensure all meeting details, materials, and briefing documents are prepared and circulated in advance.

Executive Calls and Meeting Coordination

• Share responsibility for managing the high daily volume of executive calls, including scheduling, rescheduling, prioritisation, and distribution of dial-in details.
• Track call outcomes, follow-ups, and action items to ensure timely completion and accountability.
• Accurately log all calls and meetings in DealCloud.
• Prepare meeting briefs using templates for executive meetings, partner engagements, and roadshows.
• Coordinate roadshow documentation, ensuring schedules and materials are finalised, accurate, and ready for distribution.
• Facilitate effective communication for leadership by ensuring information, documents, and follow-up items are shared promptly with relevant stakeholders.

Event Planning and Conference Support

• Support the planning and on-site delivery of regional events across the GCC, ranging from larger conferences of around 70 attendees to smaller, more focused gatherings of approximately 30 participants (travel may occasionally be required).
• Maintain invitation lists, track RSVPs, and coordinate meeting and conference arrangements for key industry events.
• Assist with organising senior leadership participation at major external conferences, including speaking roles, panel discussions, and media engagements.
• Provide logistical and operational support for major internal events such as training sessions and leadership offsites, ensuring materials, communications, and event arrangements are executed efficiently and on schedule.

Digital Administration and Systems Management

• Maintain and oversee the accuracy of investor relationship management records, including onboarding new investors, updating fundraising activity, managing access to secure documentation, and ensuring investor contact information and distribution lists remain current.
• Ensure all roadshow activity is captured and maintained within the global team calendar, providing clear visibility across locations, meetings, and scheduling details.
• Monitor internal event registrations and provide timely attendance updates to stakeholders to support planning and coordination.
• Support the effective administration of internal systems and processes, ensuring accurate record keeping, timely distribution of communications, strong data integrity, and efficient processing of operational expenses.

Preferred Experience & Skills

• Minimum of four years’ experience supporting senior level management

• Arabic language skills are an advantage, but not essential

• College degree preferred

• Excellent Microsoft Office Skills (including Outlook, Word, and Excel). Working knowledge of PowerPoint.

• Strong organizational skills and attention to detail

• Ability to work independently with strong follow-through skills

• Excellent communication skills – both verbal and written

• Flexibility to juggle moderate degree of multiple and changing priorities

• Resourcefulness (especially online) in executing projects

• Collaborative/teamwork attitude and skills essential

ID: ZC164315