Job Description: Executive Assistant – Commercial & Legal
Position Title: Executive Assistant – Commercial & Legal
Department: Commercial & Legal
Location: Dubai
Role Type: Full-Time
Position Summary
The Executive Assistant – Commercial & Legal will provide comprehensive support across statutory compliance, legal documentation, commercial coordination, and administrative functions for all group companies. The role requires strong legal understanding, meticulous attention to detail, and the ability to coordinate across departments, external agencies, regulators, and partners.
This position plays a critical role in ensuring timely compliance, smooth commercial operations, and accurate maintenance of legal and statutory documentation.
Key Responsibilities
1. Statutory & Regulatory Compliance
- Monitor and ensure statutory compliance across all group companies.
- Collect, maintain, and track statutory filing data, payments, and regulatory submissions.
- Follow up with internal teams and external agencies to ensure deadlines are met.
2. Legal MIS & Documentation
- Prepare and submit monthly MIS reports relating to legal matters, disputes, compliance status, and renewals.
- Maintain legal documentation, licenses, registrations, and statutory records in an organized and updated manner.
3. Licenses, Registrations & Renewals
- Ensure timely renewal of Trade License, Establishment Card, Sharing Permit, and any other DMCC/Customs-related approvals.
- Manage renewals for Skipper T&D, SEME, and associated group entities.
- Coordinate renewal and issuance of medical insurance, motor insurance, property insurance, and vehicle registrations.
4. Contract Drafting & Review
- Assist in drafting, reviewing, and vetting commercial agreements, NDAs, supply contracts, purchase orders, subcontracting agreements, and service-level agreements.
- Ensure all documents meet company policies, commercial requirements, and legal standards.
5. Compliance & Regulatory Support
- Support compliance with industry regulations, statutory norms, contractual requirements, and internal company policies.
- Coordinate with internal departments to ensure alignment with legal and commercial guidelines.
6. Coordination With External Legal Counsel
- Support litigation, arbitration, and dispute-resolution matters by coordinating with external law firms and advisors.
- Maintain case files, document submissions, and follow-up schedules.
7. Contract & Document Control
- Maintain repositories for contracts, legal files, commercial correspondence, and regulatory documents.
- Track contract expiries, renewal dates, obligations, and milestones to ensure timely follow-up.
8. Commercial Coordination
- Track and manage delivery schedules, insurance documents, bank guarantees, LC terms, and post-order obligations.
- Ensure proper documentation for LC, BG, advance payments, and other commercial instruments.
9. Transaction & Documentation Support
- Assist in preparing invoices, raising commercial claims, and drafting contractual correspondence.
- Support customer and vendor communication related to documentation, compliance, and contract terms.
Key Skills & Competencies
- Strong understanding of contractual clauses, statutory requirements, and legal terminology.
- Excellent drafting ability with high attention to detail and accuracy.
- Analytical mindset with the ability to identify legal and commercial risks.
- Strong written and verbal communication skills.
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Ability to coordinate cross-functionally and meet strict deadlines.
- Organized, proactive, and capable of handling confidential information.
Qualifications & Experience
- Bachelor’s degree in Law (LLB) or Commerce/Business Administration with exposure to commercial/legal functions.
- 1–5 years of experience in legal, commercial, documentation, or compliance roles—preferably in Power equipment, Transformer manufacturing, EPC projects, Heavy electrical or engineering industries
Experience with DMCC/Customs regulatory procedures is an added advantage.
