Executive & Office Assistant job (M/F) in Dubai, UAE
Job description
About Morgan & Mallet International
Morgan & Mallet International is a household staffing and estate management agency founded in 2015.
The group operates in Paris, London, Monaco, Geneva, Dubai, New York, Miami, Los Angeles, and Palm Beach. We place butlers, estate managers, private chefs, nannies, housekeepers, chauffeurs, and domestic couples with high-net-worth and ultra-high-net-worth families and family offices worldwide. Our database counts over 200,000 registered candidates, and our teams complete more than 1,200 placements per year.
The role
We are looking for a skilled, full-time assistant to join our Dubai office in Business Bay. You will support management and the international recruitment team and the founders in the daily running of the office: scheduling, correspondence, document preparation, client and candidate coordination, and administrative follow-up. You will often be the first point of contact for clients, candidates, and partners, in person, by phone, and by email.
The role requires excellent organization, polished communication, and complete discretion, as you will work daily around sensitive information concerning prominent families.
Responsibilities
- Manage calendars, schedule meetings and calls across time zones, and coordinate with our offices in Europe and the US.
- Handle email correspondence on behalf of management: drafting, prioritizing, following up, and keeping response times short.
- Prepare, format, and proofread documents: proposals, contracts, presentations, reports, and meeting notes, in English and French where required.
- Organize business travel for the founders: flights, hotels, ground transport, visas, and detailed itineraries for management and visiting team members.
- Track deadlines, pending signatures, and follow-ups, and chase them without being asked.
- Coordination with our attorney to manage some cases
- Run the Business Bay office day to day: supplies, vendors, maintenance, courier services, and meeting room readiness.
- Welcome clients, candidates, and partners visiting the office, and manage the reception experience to the standard our clientele expects.
- Answer and route incoming calls, taking accurate messages and handling routine inquiries directly.
- Coordinate with PRO services and building management for administrative matters, deliveries, and access.
- Keep shared files, templates, and records organized in company systems (Zoho WorkDrive), with correct naming and filing.
- Assist with the organization of team events in Dubai.
- Support onboarding logistics for new team members: equipment, accounts, desk setup, and first-week scheduling.
- Provide ad hoc support to the wider team during busy periods, including research tasks and data entry.
Requirements
- 3+ years of experience as an executive assistant, personal assistant, office manager, or coordinator, ideally in luxury services, hospitality, private staffing, real estate, or a family office environment.
- Fluent English, written and spoken, with an excellent phone and email manner. Arabic or French is a plus.
- Strong command of office tools: calendars, video conferencing, Word, Excel, PowerPoint. Experience with Zoho or a CRM is a plus.
- Impeccable presentation and interpersonal skills. You will represent the agency to a demanding clientele.
- Organized, precise, and reliable. You anticipate needs, keep lists, and close loops.
- Absolute discretion with confidential information.
- Comfortable working across time zones with international colleagues.
- Based in Dubai. Full visa sponsorship provided.
Work conditions
- Location: Business Bay, Dubai, United Arab Emirates (office-based)
- Engagement: Full-time, with UAE employment visa sponsorship
- Full-time position based at our Business Bay office, Monday to Friday per company schedule.
- UAE employment visa, medical insurance, and end-of-service benefits per UAE Labour Law.
Salary
An entrepreneur at heart, I've been working in the luxury goods industry for 20 years. Recruitment has always been a passion for me, because this profession fulfils all the criteria necessary for human understanding. I've also had the good fortune to meet some of the world's wealthiest people from a wide variety of backgrounds. It's also a real pleasure to place candidates in the jobs of their dreams.
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