Executive Assistant – Travel and Operations Coordinator

About the Company

Robot24.com is a leading global platform focused on robotics news, aiming to make robotics an extensively recognized and discussed industry worldwide by providing authentic reporting, hosting international events, creating original video content, and worldwide media coverage.

Position Overview

We seek an energetic and highly organized Executive Assistant – Travel & Operations Coordinator to join our Dubai office on a full-time basis. This role involves managing international travel, event logistics, and executive scheduling across different countries and time zones with precision and efficiency.

Key Responsibilities

• Plan and book international and domestic flights, hotels, and local transportation for executives and team members.
• Handle the purchase and management of event registrations, media passes, conference tickets, and exhibition access.
• Create and maintain comprehensive travel itineraries ensuring smooth travel experiences from start to finish.
• Communicate effectively with airlines, hotels, event organizers, embassies when needed, and internal teams to coordinate travel and logistics.
• Monitor and update travel schedules, adjusting bookings promptly in case of changes or cancellations.
• Organize all travel documents and confirmations for easy accessibility.
• Research efficient travel routes and cost-effective options.
• Support visa documentation processing as necessary.
• Assist with executive scheduling and administrative coordination tasks as required.

Required Skills and Qualifications

• Exceptional organizational and planning capabilities with strong attention to detail and accuracy.
• Ability to handle multiple complex travel arrangements simultaneously.
• Excellent written and spoken English communication skills.
• Proven ability to work independently and manage relationships across international teams spanning multiple time zones.
• Effective time management and prioritization skills, along with calmness under pressure and quick problem-solving capacities.
• Highly dependable, proactive, and resourceful mindset.

Preferred Experience

• Minimum of 2 years in roles such as Executive Assistant, Administrative Assistant, Travel Coordinator, or Operations Coordinator.
• Experience managing complex international travel itineraries for executives or teams.
• Familiarity with travel booking platforms and reservation systems.
• Experience supporting international business operations is an added advantage.

Success Criteria

• Efficient and accurate travel bookings requiring minimal supervision.
• Well-structured itineraries delivered to executives and team members timely.
• Early acquisition of event registrations and media passes to avoid last-minute issues.
• Swift and professional handling of travel disruptions or last-minute changes.
• Ability to manage multiple international trips concurrently without errors.
• Leadership teams can focus on core business goals knowing the travel logistics are managed seamlessly.

Additional Information

• Fluency in English is mandatory.
• Immediate availability to commence employment.