Job Description

Job Title:

Executive Assistant to the CEO

Location:

Dubai

Department:

Executive Office

Reports To:

Chief Executive Officer (CEO)

Work Day :5 Days a Week

Timing :9:00am to 6:00pm

About the Role:

We are seeking an exceptionally organized, proactive, and discreet Executive Assistant to provide high-level administrative and strategic support to our Chief Executive Officer (CEO). This pivotal role requires an individual with excellent judgment, impeccable communication skills, and the ability to anticipate needs and manage complex responsibilities with precision and poise. The ideal candidate will act as a true strategic partner, serving as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO.

Key Responsibilities:

Calendar & Schedule Management:

Manage and maintain the CEO's complex and dynamic calendar, prioritizing appointments, meetings, and events. Proactively identify and resolve scheduling conflicts, ensuring optimal use of the CEO's time. Schedule and coordinate internal and external meetings, including preparing agendas, circulating materials, and arranging logistics.

Communication & Correspondence:

Act as the primary point of contact and gatekeeper for the CEO, filtering and prioritizing incoming communications (emails, calls, mail). Draft, proofread, and edit professional correspondence, presentations, reports, and other documents on behalf of the CEO. Prepare and disseminate internal communications, ensuring clarity and consistency.

Travel & Logistics:

Arrange comprehensive national and international travel itineraries, including flights, hotels, ground transportation, and detailed trip briefs. Manage expense reports and ensure timely submission and accurate reconciliation.

Meeting & Event Support:

Prepare pre-meeting briefings and materials, ensuring the CEO is fully prepared for all engagements. Attend key meetings (as required), take meeting minutes, track action items, and ensure timely follow-up. Assist with the planning and execution of company events, executive off-sites, and special projects.

Board & Stakeholder Relations:

Support Board of Directors meetings, including scheduling, preparing board packs, coordinating logistics, and liaising with board members. Build and maintain strong relationships with internal executives, external partners, and key stakeholders.

Project Management & Research:

Assist with special projects, conduct research, and compile data to support the CEO's strategic initiatives. Create compelling presentations and reports using various software tools.

Confidentiality & Discretion:

Handle all matters with the utmost discretion and maintain strict confidentiality regarding sensitive information and proprietary company data. Exercise sound judgment in all interactions and tasks.

Office Management:

Maintain organized digital and physical filing systems. Manage office supplies and equipment for the executive office. Assist with personal administrative tasks for the CEO as needed, ensuring seamless integration with professional duties.

Qualifications:

Experience:

Minimum of [2 -5] years of experience providing executive support to a C-level executive, preferably a CEO, in a fast-paced environment.

Education:

Bachelor's degree preferred, or equivalent practical experience.

Technical Skills:

Expert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and/or Google Workspace (Gmail, Calendar, Docs, Sheets, Slides). Experience with video conferencing platforms (Zoom, Teams, Google Meet). Familiarity with project management tools (e.g., Asana, Trello) and CRM systems is a plus.

Key Attributes & Skills:

Exceptional Organizational Skills:

Ability to juggle multiple priorities, manage deadlines, and maintain meticulous attention to detail.

Proactive & Resourceful:

Anticipates needs, takes initiative, and solves problems independently.

Superior Communication:

Excellent verbal and written communication skills, with professional polish and diplomacy.

Absolute Discretion & Confidentiality:

Proven ability to handle sensitive information with integrity.

Adaptability & Flexibility:

Thrives in a dynamic, ever-changing environment and adjusts quickly to new priorities.

Strong Interpersonal Skills:

Builds rapport easily and interacts effectively with individuals at all levels.

Poise Under Pressure:

Maintains composure and professionalism in demanding situations.

Tech-Savvy:

Quick to learn and adopt new technologies and systems.
Job Type: Full-time

Pay: AED8,000.00 per month