Executive Assistant - Transformation & Partnership Office

Life at Dubai Future Foundation

Dubai Future Foundation (DFF) aims to realise the vision of Dubai’s leadership by institutionalising future-focused thinking and forward-looking methodologies, positioning Dubai as a leading city of the future.

In partnership with local and global governments, companies, startups and entrepreneurs, DFF drives collaborative efforts to imagine, design and shape the best possible future for humanity.

Under the supervision of His Highness Sheikh Hamdan bin Mohammed bin Rashid Al Maktoum, Crown Prince of Dubai, Chairman of the Executive Council of Dubai and Chairman of the Board of Trustees of DFF, the Foundation leads and oversees numerous future-focused projects and initiatives, including the Museum of the Future, Area 2071, the Centre for the Fourth Industrial Revolution UAE, Dubai Future Accelerators, One Million Arab Coders, Dubai Future Academy, Dubai Future Solutions, Dubai Future Labs and Dubai Future Forum.

Through knowledge-sharing, innovation, entrepreneurship, capacity-building and the promotion of foresight and forward-thinking principles, DFF contributes to Dubai’s ambition to become a global role model for the cities of the future, driven by imagination, innovation and a disruptive mindset.

For more information about DFF's initiatives, projects and programmes, please visit www.dubaifuture.ae.

Where does this role fit into the bigger picture?

The Executive Assistant reports to the Chief of Transformation & Partnership and is part of DFF’s Transformation & Partnership Office.

The Transformation & Partnership Office leads the Foundation’s organisational transformation agenda and develops strategic partnerships that extend DFF’s reach and impact. The Executive Assistant provides executive and administrative support to ensure the Chief’s office operates efficiently and effectively.

About the Role

As Executive Assistant, you will manage the Chief’s time, executive communications and day-to-day office requirements. You will prepare the Chief for engagements, coordinate meetings and visits, and follow up on agreed executive actions.

You will work closely with the Senior Executive – Partnership Strategy & Intelligence and relevant initiative and partnership owners, using their approved inputs to support the Chief and ensure effective coordination across the office.

Key Responsibilities

1. Executive Support

• Proactively manage the Chief’s calendar, prioritise commitments, resolve scheduling conflicts and protect time for the office’s key priorities.

• Act as the administrative point of contact for the Chief’s office, triage requests addressed to the Chief and direct substantive matters to the responsible colleague.

• Arrange local and international travel, including itineraries, visas, accommodation and documentation for official visits.

• Anticipate the Chief’s administrative needs and handle sensitive information with discretion and sound judgement.

2. Meeting Preparation and Action Follow-up

• Coordinate leadership meetings, workshops and steering committees, including scheduling, logistics, attendance and circulation of agendas.

• Compile briefing packs, partner profiles and pre-reading materials using current, approved inputs from the Senior Executive – Partnership Strategy & Intelligence and relevant teams.

• Record meeting minutes, decisions, action owners and agreed deadlines. Follow up on the Chief’s meeting actions and flag overdue responses or matters requiring attention.

• Record partnership-related meeting actions in the agreed shared system and notify the responsible owner. Use existing partnership reporting to keep the Chief informed, avoiding separate portfolio trackers or duplicate requests to teams.

3. Communications and Document Preparation

• Draft, review and edit the Chief’s routine correspondence, meeting notes and administrative communications in English and Arabic, as required.

• Assemble and format presentations, reports and briefing documents using content approved by the Chief or responsible subject owner. Check accuracy, consistency and presentation quality, and coordinate timely submission.

• Route substantive partnership proposals, analytical questions and commitments to the relevant owner for input or approval before communicating on the Chief’s behalf.

• Use approved AI tools to support drafting, summarise authorised meeting notes, prepare presentation outlines and streamline routine administrative tasks. Review all outputs for accuracy, tone and completeness before use, and comply with DFF’s confidentiality and data protection requirements.

4. Stakeholder and Visit Coordination

• Liaise with executive offices across DFF, government entities, private sector organisations and international institutions to arrange the Chief’s engagements and exchange meeting documentation.

• Receive partners and delegations, coordinate meeting rooms and hospitality, and organise protocol requirements for official visits.

• Provide administrative support for partnership agreements and Memoranda of Understanding (MoUs), including document circulation, approval and signature logistics, filing and reminders to the responsible owner.

5. Office Administration

• Maintain secure and organised physical and digital records, with appropriate access controls for confidential documents and communications.

• Coordinate the office’s administrative requirements with procurement, finance and other support functions, and follow up on related requests.

• Undertake additional executive support and administrative tasks assigned by the Chief within the scope of the role.

Working with Partnership Strategy and Intelligence

The Senior Executive – Partnership Strategy & Intelligence is responsible for the shared partnerships inbox and routing of inbound partnership requests, the partnership operating framework and KPIs, portfolio and market intelligence, partnership data quality and the live dashboard, as well as selected partnerships assigned by the Chief.

The Executive Assistant supports these activities through scheduling, meeting preparation, document handling and administrative follow-up.

Partnership analysis, performance reporting and substantive relationship management remain the responsibility of the Senior Executive or the relevant partnership owner. Transformation initiative owners retain responsibility for delivery and project status reporting.

Why is this role important?

This role is essential in enabling the Chief of Transformation & Partnership to focus on DFF’s organisational transformation agenda and strategic partnerships.

By managing the Chief’s time, preparation, communications and follow-up with discretion and precision, the Executive Assistant ensures the office operates efficiently, commitments are followed through, and partners and stakeholders experience a professional and well-coordinated engagement with DFF.

What Does Dubai Future Foundation Offer?

At Dubai Future Foundation, you will have the unique opportunity to work alongside passionate people, support those shaping the future and contribute to initiatives that create a lasting impact — not only on the organisation and the UAE, but on humanity as a whole.

You will be part of an inspiring and diverse working environment, with opportunities to contribute to exciting and innovative projects. Our fast-paced culture encourages creativity, challenges conventional thinking and fosters disruptive ideas and innovation.

• A minimum of five years’ experience as an Executive Assistant or in a similar role supporting C-suite executives or senior leadership, with a Higher Diploma. A bachelor’s degree in Business Administration or a related field is an advantage.

• Experience managing complex calendars, senior-level engagements, travel arrangements and competing priorities in a fast-paced environment.

• Strong organisational skills, attention to detail and professional judgement, with the ability to anticipate needs, manage tight deadlines and ensure reliable follow-through.

• Advanced written and verbal communication skills in both English and Arabic. Additional languages are an advantage.

• Professionalism, diplomacy and discretion when handling confidential information and engaging with senior stakeholders. Experience with government or VIP protocol is an advantage.

• Excellent Microsoft Office skills, including the preparation of presentations, correspondence and briefing packs, with the ability to collaborate effectively across teams.

• Practical proficiency in AI productivity tools, such as Microsoft Copilot or equivalent approved platforms, with the ability to apply them to executive support tasks. This includes writing clear prompts, verifying outputs and handling sensitive information appropriately.