Executive Assistant & Business Coordinator

Overview

Mecanum is a specialist supplier of OEM and quality aftermarket parts for American vehicles, serving workshops, fleets, and retail customers across the UAE from our Dubai base. As the business grows, management needs one dependable person to keep communications, coordination, and day-to-day business support running without being chased. You will work directly with the owner, represent the company professionally on calls, messages, and visits, and take real ownership of whatever the business needs done, from a supplier follow-up to preparing a client proposal. This role suits someone organised, discreet, and comfortable switching between Arabic and English many times a day.

Responsibilities

• —Manage day-to-day business communications on behalf of management: calls, WhatsApp, and email in both English and Arabic.
• —Coordinate and follow up with customers, suppliers, banks, and government offices until each matter is closed, keeping management informed.
• —Prepare quotations, proposals, letters, and simple reports; keep records and documents organised and easy to retrieve.
• —Schedule meetings and appointments, prepare what is needed beforehand, and track agreed action points afterwards.
• —Support business growth: research prospects and market opportunities, maintain the contacts pipeline, and follow up on leads and pending deals.
• —Run business errands when needed (document submissions, deliveries, visits to clients or authorities) using a company or personal vehicle.
• —Handle ad-hoc tasks and confidential matters reliably, with sound judgement on when to act and when to escalate.

Qualifications

• —3+ years of experience as an executive assistant, business coordinator, office manager, or similar role supporting senior management.
• —Fluent spoken and written English AND Arabic; able to draft professional messages and documents in both.
• —Valid UAE driving licence.
• —Proven reliability and discretion: comfortable being trusted with sensitive commercial information and open-ended tasks.
• —Strong organisation and follow-up discipline; nothing you own gets forgotten or left half-done.
• —Confident with MS Office / Google Workspace, WhatsApp Business, and basic spreadsheets.
• —Based in Dubai or able to commute daily.

Preferred Skills

• —Experience in automotive, spare parts, trading, or another fast-moving SME environment.
• —Familiarity with UAE business processes (trade licence renewals, visas, banking, customs paperwork).
• —Basic bookkeeping or invoicing experience.
• —Experience preparing social media or marketing material is a plus.