Administrative Executive & Secretary

Company Description:

Total Freight International (TFI) is a UAE-based leader in global freight and logistics with over 35 years of operational excellence. As a single-window logistics provider, TFI supports local and international businesses with end-to-end cargo transportation, warehousing, distribution, and specialised Importer / Exporter of Record services. The company operates a robust infrastructure and a global agent network, delivering tailored, reliable solutions across complex supply chains. TFI holds GDP certification for pharmaceutical logistics and is a GCAA-licensed agent for dangerous goods by air, reflecting its strong focus on safety and regulatory compliance. Serving industries from automotive and aviation to healthcare, FMCG and e-commerce, TFI offers real-time visibility, secure facilities and responsive service to its partners.

Role Description:

TFI is expanding its operations in the UAE and is seeking a highly organized, proactive, and discreet Admin Executive & Secretary to support our executive leadership and oversee day-to-day corporate administrative functions. Based at our Dubai facility, this dual-function role provides direct executive secretarial support to the Chief Executive Officer while managing core office administration, vendor management, company renewals, and corporate insurance policies. If you are a detail-oriented professional with strong UAE compliance awareness and a passion for organizational excellence, we want to hear from you.

Key Responsibilities:

• Executive Support to the CEO: Manage the CEO’s daily schedule, appointments, executive calendar, travel arrangements (flights, visas, hotel bookings, detailed itineraries), high-level correspondence, and official meeting minutes (MoM).
• Corporate Renewals & Compliance: Track, monitor, and execute timely corporate renewals across mainland and free zone entities, including commercial trade licenses, tenancy contracts (Ejari), warehouse lease agreements, and utility accounts.
• Corporate Insurance Management: Coordinate policy renewals, claims, and documentation for corporate insurance coverage across commercial transport fleets, property/warehousing assets, and group medical insurance.
• Office Administration & Facility Management: Oversee front-office operations, maintain office supplies and asset inventory, manage housekeeping/maintenance vendors, and ensure smooth day-to-day administrative functioning.
• Financial Administration & Petty Cash: Maintain accurate records of administrative expenses, disburse and reconcile petty cash, verify vendor invoices, and coordinate with finance for timely vendor payments.
• Gatekeeping & Communication: Act as the first point of contact for executive visitors, screen calls and inquiries with diplomacy, handle executive correspondence, and maintain strict confidentiality across all leadership affairs.

Qualifications and Experience:

• 2 to 4 years of proven experience in office administration and executive secretarial support within the UAE market.
• Direct working knowledge of UAE corporate renewals (trade licenses, Ejari/tenancy) and insurance coordination (fleet, medical, property).
• Proficiency in Microsoft Office / Google Workspace (advanced formatting in Word/Docs, functional tracking in Excel/Sheets, and professional calendar management in Outlook).
• Exceptional written and verbal English communication skills with demonstrated executive-level etiquette and gatekeeping abilities.
• Impeccable integrity, emotional intelligence, and discretion when handling highly confidential corporate and personal data.
• Ability to multitask, prioritize urgent executive deliverables, and work effectively under tight deadlines.