Executive Assistant  Full Time NEW

Department: Rooms Division, Front Office & Guest Services

Location: United Arab Emirates – Dubai

Description

About Kempinski:

At Kempinski, we don’t just offer stays; we curate moments. As a hospitality organization, anchored in a legacy of elegance and a pioneering spirit, we have grown into a collection of iconic hotels and resorts around the world, each a landmark in its own right. From grand palaces steeped in history to contemporary masterpieces of design, Kempinski is where impeccable service meets authentic local experiences.

We empower our people to be artisans of hospitality, fostering an environment where passion is nurtured, individuality is celebrated, and every detail is thoughtfully considered. Joining Kempinski means becoming part of a family that is dedicated to creating memories that last a lifetime for our guests, and a fulfilling and enriching career for our team.

If you are driven by excellence, inspired by the art of hospitality, and seek to contribute to a legacy of luxury, we invite you to explore the exceptional opportunities that await you at Kempinski Hotels. Come, be a part of our story.

This position provides high-level administrative and strategic support to the C-Suite, acting as a trusted partner, gatekeeper, and liaison between the executive office and internal/external stakeholders. The role requires exceptional discretion, organizational agility, and the ability to anticipate needs, manage complex priorities, and ensure the seamless execution of executive operations.

Key Responsibilities

• Manage complex calendars and schedules across multiple time zones, coordinating meetings and appointments efficiently.
• Prepare and format correspondence, presentations, and reports with accuracy and professionalism.
• Handle comprehensive travel logistics, including flights, accommodations, visas, and detailed itineraries.
• Manage expense reports, budget tracking, and general administrative workflows.
• Coordinate and prepare documentation for insurance claims.
• Support tax reporting processes, including data gathering, document organization, and coordination.
• Maintain organized filing systems, databases, and tracking tools for easy access and follow-up.
• Coordinate and support internal and external meetings, events, and conferences.
• Oversee meeting logistics; booking rooms, preparing materials, and ensuring all arrangements run smoothly.
• Manage all incoming and outgoing communications, mail, and courier services.
• Prepare and update PowerPoint presentations, Excel reports, and other business documents.
• Assist the C-Suite with Executive Committee agendas, meeting minutes, and distribution of materials.
• Support visiting executives and partners with travel, hotel, and transfer arrangements.
• Provide office support, including maintaining pantry supplies, ordering stationery supplies, and ensuring a tidy and welcoming office environment.

Skills, Knowledge And Expertise

• Education and Functional Competency

o Bachelor’s degree in Business Administration, Communications, or related field (or equivalent experience)o Poised, polished, and professional presence.

• Minimum 5 years of executive support experience, with at least 3 years supporting C-suite executives in a global or matrixed organization.
• Exceptional organizational and time-management skills; able to manage multiple priorities with precision.
• Outstanding written and verbal communication skills in English (additional languages a plus)
• Strong judgment, discretion, and professionalism in handling confidential matters
• High proficiency in Microsoft Office Suite, Google Workspace, and virtual collaboration tools (e.g., Zoom, Teams, Google Meet)
• Demonstrated ability to work independently, think strategically, and act with initiative.
• Key Competencies and Personality
• High emotional intelligence and interpersonal tact.
• Resourceful, proactive, and solutions-oriented mindset.
• Composed under pressure, with a strong sense of discretion and loyalty.
• Flexible and adaptable to changing priorities and fast-paced environments.