Executive Assistant – Supplier & Operations Coordination

Job Summary We are seeking a highly organized and proactive Executive Assistant to support senior management with administrative, supplier coordination, and operational tasks within our corporate gifting business. The ideal candidate will play a key role in managing supplier relationships, coordinating orders, tracking deliveries, and ensuring smooth day-to-day operations while maintaining the highest level of professionalism and confidentiality. Key Responsibilities Manage executives' calendars, appointments, meetings, and travel arrangements. Coordinate with local and international suppliers regarding product sourcing, quotations, production timelines, and deliveries. Request, compare, and follow up on supplier quotations to ensure competitive pricing and timely responses. Track purchase orders, production schedules, shipments, and delivery timelines. Liaise with suppliers, logistics partners, and internal teams to ensure orders are completed accurately and on schedule. Handle email correspondence, phone calls, and communication on behalf of management. Prepare quotations, presentations, reports, and business documents using Microsoft Office applications. Maintain organized supplier databases, pricing records, contracts, and confidential documents. Follow up on pending orders, approvals, payments, and action items with suppliers and internal departments. Coordinate product samples, branding requirements, and artwork approvals with suppliers. Assist with office administration and support the smooth daily operations of the business. Maintain confidentiality of sensitive company, supplier, and client information. Perform ad hoc administrative and operational tasks assigned by management. Requirements Bachelor's degree or diploma in Business Administration, Supply Chain, Procurement, or a related field preferred. Minimum 3–5 years of experience as an Executive Assistant, Administrative Coordinator, Procurement Coordinator, or Supplier Coordinator, preferably within the corporate gifting, promotional products, trading, or related industry in the UAE. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent verbal and written communication skills in English; Arabic is an advantage. Strong organizational, multitasking, and time-management skills. Ability to work independently and prioritize multiple tasks effectively. Familiarity with UAE business practices, procurement processes, and supplier management is preferred. Preferred Skills Experience working with local and international suppliers and manufacturers. Strong negotiation and supplier relationship management skills. Knowledge of procurement processes, order tracking, and logistics coordination. Excellent attention to detail and problem-solving abilities. Ability to manage multiple supplier projects and deadlines simultaneously. High level of professionalism, discretion, and confidentiality. Flexible, proactive, and adaptable in a fast-paced work environment.