Executive Assistant / PA to the Chief Executive Officer

The Executive Assistant / PA to the Chief Executive Officer provides high-level administrative support to ensure the Co-Chief Executive Officer. This role involves calendar management, travel coordination, confidential communications, and liaison with internal and external stakeholders.  

KEY ACCOUNTABILITIES

Absolute Trust & Discretion

• Handle sensitive information with the utmost confidentiality and integrity. 
• Maintains full confidentiality regarding business, personal, and family affairs. 

Proactivity & Anticipation

• Proactively anticipates the CEO’s needs by understanding priorities, working styles, and upcoming commitments—taking initiative to prepare materials, schedule time, or resolve issues before being asked. 
• Prepares summaries, documents, and briefs ahead of meetings without prompting 
• Manages schedules with foresight and buffers for strategic downtime 

Flawless Organization & Coordination

• Manages calendar, travel, and appointments with zero conflicts 
• Coordinates between the other business entities in UAE.
• Keeps a real-time dashboard of pending tasks, events, and priorities 

Professional Communication

• Drafts emails, letters, and posts (social or corporate) in my tone 
• Prepares speeches, statements, and replies to high-level contacts 
• Communicates professionally with partners, investors, lawyers, and staff 

Execution Power

• Gets things done without repeated follow-up 
• legal follow-ups, travel bookings, household matters, and staff coordination 

Business-Related Expectations

• Investor Relations Support: Prepares briefings and investor decks 
• Deal Management: Supports LOIs, due diligence prep, and M&A tracking 
• Document Control: Maintains organized folders for contracts, reports, NDAs, etc. 
• Meeting Prep: Provides concise summaries, bios, and agendas for meetings 
• Research: Gathers background info on people, companies, or opportunities 

Personal Assistant for Life Support

• Handles personal errands and family logistics 
• Coordinates gifts and events 

KEY RESULT AREAS

Calendar & Time Management

• Efficient scheduling with minimal conflicts; prioritizes effectively. 

Proactive Support

• Anticipates needs and prepares materials without being prompted. 

Communication & Liaison

• Manages clear, professional communication with internal and external stakeholders. 

Travel & Logistics

• Plans seamless travel and events with cost-efficiency and attention to detail. 

Confidentiality & Discretion

• Handles sensitive information with professionalism and trustworthiness. 

Task & Project Follow-Up

• Tracks deadlines and ensures timely completion of tasks and deliverables. 

Expense & Admin Accuracy

• Submits accurate reports and manages administrative tasks efficiently. 

Stakeholder Engagement

• Builds strong relationships and maintains a high level of service. 

JOB SIZING PARAMETERS

• Scope of Authority: Operates with a high degree of autonomy in managing the CEO’s schedule, communications, and logistics. 
• Financial Impact: Manages executive expense reporting, reconciliation, and compliance with company policies. 
• Geographic Reach: Provides support across multiple time zones and international locations, depending on the CEO’s travel and business focus. 
• Key Interfaces: Coordinates with internal teams and external stakeholders, mostly at the clerical or process level 

EXPERIENCE AND QUALIFICATION

Minimum Qualification: 

• Bachelor's degree preferred (e.g., Business Administration, Communications, or related field) 
• Formal training in executive assistance, office administration, or business support (preferred but not mandatory) 
• Equivalent experience supporting C-suite executives may substitute for formal education 

Hard Competencies:

• Expert in calendar and meeting coordination (Outlook, Google Calendar) 
• Skilled in booking complex travel and preparing detailed itineraries 
• Proficient in Microsoft Office Suite  
• Strong document preparation and formatting skills 
• Accurate expense reporting  
•  Proficient with communication tools (Zoom, Teams) 
• Familiar with project/task management tools (Asana) 
• Experienced in handling confidential and sensitive information securely 
• Capable of planning and executing events and executive meetings 
• Excellent business writing and email communication skills 

Soft Competencies:

• Calm under pressure, even in emotional or chaotic situations 
• Highly intelligent and emotionally intuitive 
• Cultured, polished, and presentable in high-level settings 

We are looking forward to hearing from you!