Executive Assistant — Dubai

MEFMA Overview

The Middle East Facilities Management Association (MEFMA) is a non-profit, professional regional association headquartered in Dubai. It is dedicated to developing the Facility Management (FM) industry across the Middle East.

MEFMA supports the sector through a wide range of activities, including:

·      Organizing FM events and conferences

·      Building and delivering professional FM training courses and exams

·      Publishing industry reports and thought leadership content

·      Operating as a membership-based association for FM professionals and entities

MEFMA serves Middle East countries and works daily with a diverse group of stakeholders across the region. Despite its broad regional reach, MEFMA operates with a small team of 9 highly capable professionals, each playing a critical role in delivering impact efficiently and at high standards.

Required Qualities and Expectations

This role requires a highly organized, proactive, and detail-oriented professional responsible for providing comprehensive executive and administrative support to ensure the smooth and efficient day-to-day operations of MEFMA. The position serves as a key operational arm and trusted partner to the Executive Director, while also acting as a central coordination point for the team, enabling productivity, effective communication, and seamless workflow across the association.

By anticipating needs, managing priorities, and delivering high-quality administrative support, this role plays a vital part in enhancing leadership effectiveness and supporting the successful execution of MEFMA’s activities.

An ownership mindset, along with a flexible, responsible, and can-do attitude, is essential for all MEFMA team members, as each serve as an ambassador of MEFMA to our members, partners, vendors, and the wider industry.

Roles & Responsibilities

Administrative Responsibilities:

Leadership Support : Provide comprehensive support to the Executive Director and Board Members

Executive Director Support :

Manage schedules, meetings, communications, documents, and administrative priorities while maintaining strict confidentiality

Proactively anticipate needs and help optimize the Executive Director’s time, focus, and effectiveness

Coordinate and maintain calendars, ensuring efficient scheduling and prioritization

Prepare reports and presentations when required

Provide flexible support in other capacities beyond job requirements

Administrative Support: Provide comprehensive administrative support to the team in any required matters

Correspondence Management : Handle and respond to all MEFMA correspondence across the association’s communication channels

Meeting Coordination & Minutes: Organize meetings, prepare agendas, record accurate minutes, and ensure timely circulation while following up on action items

Travel & Logistics: Arrange travel, accommodation, and logistics for team members and leadership when required

Records Keeping: Maintain office records and files in both electronic and physical formats

Dropbox Management: Ensure the Dropbox is well organized according to the guidelines and manage the access permission of each folder

Database Management: Manage and update all MEFMA databases

Office Operations and Requirements:

Oversee the smooth day-to-day office operations to ensure an efficient working environment

Ensure all office supplies are maintained and replenished including stationary, printer ink, paper, tissues, and any other necessities

Ensure all office equipment and confidential documents are securely stored and locked

Keep the office clean and organized on a daily basis

Regularly check office storage and remove outdated items

IT Support: Handle any IT-related matters

HR Responsibilities:

· Compliance Oversight: Ensure compliance with MEFMA’s policies and procedures by the team

· HR Administration : Manage employee records, contracts, work permits, insurance, leave tracking, and other HR administrative requirements

· Onboarding Coordination: Manage the onboarding process for new employees and interns, ensuring their smooth integration into MEFMA

· Offboarding Support: Oversee the end-of-employment process, including exit documentation, asset recovery, system access deactivation, final settlements coordination, and knowledge handover to ensure a smooth and compliant transition

· Recruitment Support: Assist in recruitment activities including job posting, scheduling interviews, coordinating with candidates, and preparing documentation

· Training Coordination: Assist in organizing training sessions and professional development initiatives for the team

· Employee Engagement: Support initiatives that enhance employee engagement, wellbeing, and workplace culture

Other duties as required and assigned by the Executive Director and the Growth Manager

Skills

Key Requirements:

Language: Excellent written and verbal English communication skills required; Arabic is an advantage.

Experience: Minimum 3 years of experience as an Executive Assistant or Secretary supporting senior leadership in the UAE.

Organization & Execution: Exceptional organizational, time management, and prioritization skills.

Initiative & Problem-Solving: Proactive and resourceful, with the ability to find practical solutions, and resolve challenges independently.

Executive Presence: Professional, presentable, discreet, and confident when interacting with senior executives and high-level professionals.