Executive Personal Assistant & Office Administrator (Full-Time, On-Site)

About ORIKEI

At ORIKEI, we build high-end software and smart physical products where precision engineering meets luxury design. Our ecosystem spans offline-first mobile apps, real-time software platforms, and private client portals for high-value asset tracking and inventory management.

We operate with high standards, discretion, and autonomy based in Business Bay, Dubai. We do not do corporate bureaucracy, but we value discipline, punctuality, and flawless execution in everything we do.

The Role

We are looking for a highly capable, articulate, and trustworthy Executive Personal Assistant & Office Administrator to work directly with the CEO and Founder, supporting executive leadership and keeping our daily operations running seamlessly.

This is a multi-faceted, high-trust role working side-by-side with the CEO and Founder on a daily basis. You will manage executive schedules, coordinate business travel, prepare financial and invoicing documents, and handle trade and shipping logistics. Because ORIKEI works with luxury clients, high-net-worth partners, and international producers, you will also attend outside meetings alongside the CEO, representing the company with poise, polish, and professionalism.

You will be based full-time on-site at our Business Bay office, serving as the central coordinator for our team, clients, and external partners.

What You'll Do

• Executive Scheduling & Calendar Coordination: Take full ownership of the CEO and Founder's diary, scheduling internal meetings, client presentations, and partner discussions across multiple time zones with zero booking conflicts.
• High-Profile Meeting Support & Representation: Accompany the CEO and Founder to external meetings with high-profile clients, luxury brand partners, and government entities. Maintain an impeccable professional presence, record clear and actionable meeting minutes, and follow up on agreed action items.
• Invoicing & Financial Documentation: Prepare client invoices, proforma invoices, and payment receipts using Zoho and related accounting tools. Track incoming and outgoing payment statuses and coordinate basic bookkeeping records.
• Import, Export & Logistics Administration: Prepare and verify trade documentation, including commercial invoices, packing lists, certificates of origin, airway bills, and customs clearance paperwork (Dubai Trade / customs declarations). Liaise with freight forwarders and couriers for timely hardware and asset delivery.
• Office Management & Administration: Maintain a spotless, organized, and welcoming office environment in Business Bay. Manage office supplies, coordinate facility maintenance, and ensure executive hospitality for visiting VIP guests.
• Travel & Itinerary Planning: Book flights, hotel accommodations, visa processing, ground transport, and dining arrangements for executive business trips, ensuring detailed, conflict-free travel itineraries.
• Discretion & Confidentiality: Handle sensitive business contracts, private client records, and founder communications with complete confidentiality and integrity.
• General Administrative Support: Draft official letters, format business proposals, organize digital filing systems, and assist the broader team with day-to-day administrative needs.

What We're Looking For

Hard Skills:

• Administrative & PA Experience: 3+ years of experience as an Executive Assistant, Personal Assistant, or Senior Office Administrator supporting C-level executives or founders, ideally within a luxury, technology, legal, or corporate environment in the UAE.
• Software & Invoicing Proficiency: Practical experience with Zoho (Zoho Books / Zoho Invoice or similar invoicing systems), Google Workspace, Microsoft Office (Excel, Word, PowerPoint), and calendar tools.
• Trade & Shipping Documentation: Familiarity with shipping paperwork (commercial invoices, packing lists, airway bills, customs clearance procedures in Dubai).
• Minute-Taking & Professional Writing: Demonstrated ability to capture accurate, structured meeting minutes and draft polished professional correspondence.

Languages & Presentation:

• Flawless English (Required): Outstanding verbal and written English communication skills. You are articulate, grammatically precise, and confident speaking with executive-level stakeholders.
• French Fluency (Strong Plus): Conversational or fluent French is a major advantage for coordinating with European luxury producers, partners, and international clients.
• Polished Professional Presentation: Clean, tidy, and impeccably presentable at all times. You feel completely natural in premium hospitality and boardroom settings.

Mindset & Work Style:

• High Discretion & Integrity: Absolute trustworthiness with confidential company data, client information, and executive schedules.
• Open-Minded & Adaptable: Ready to take on diverse tasks with positive energy and a solutions-oriented attitude.
• Proactive & Detail-Obsessed: You anticipate needs before they are voiced. You double-check dates, amounts, and spelling, catching errors before documents leave the office.
• Strong Communicator: Calm under pressure, clear in your updates, and warm yet professional in all interactions.

Working With Us

• Direct Collaboration with CEO & Founder: Work directly alongside the CEO and Founder daily, gaining firsthand exposure to executive strategy, key negotiations, and top-tier partners.
• Strictly Full-Time On-Site in Business Bay: This is 100% in-person. Being on-site allows you to coordinate directly with leadership, receive VIP guests, and oversee office operations daily.
• Stable & Professional Culture: Work with a respectful, focused team that values competence, loyalty, and craft.

How to Apply

Please send your CV and a brief professional introduction. If you have experience with import/export documentation or Zoho, please highlight this in your application.