Executive Assistant / Senior Office Manager to the Chief Executive Officer

Executive Assistant / Senior Office Manager to the Chief Executive Officer

The Executive Assistant to the Chief Executive Officer provides high level administrative support to ensure the CEO's operations run smoothly. This role involves calendar management, travel coordination, confidential communications, and liaison with internal and external stakeholders.

Key Accountabilities

• Handle sensitive information with the utmost confidentiality and integrity.
• Maintain full confidentiality regarding business, personal, and family affairs.
• Proactively anticipate 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.
• Prepare summaries, documents, and briefs ahead of meetings without prompting.
• Manage schedules with foresight and buffers for strategic downtime.
• Manage calendar, travel, and appointments with zero conflicts.
• Coordinate between the other business entities (e.g., in UAE).
• Keep a real time dashboard of pending tasks, events, and priorities.
• Draft emails, letters, corporate posts, speeches, statements, and replies to high level contacts.
• Communicate professionally with partners, investors, lawyers, and staff.
• Get things done without repeated follow up.
• Handle legal follow ups, travel bookings, household matters, and staff coordination.

Business Related Expectations

• Investor Relations Support: prepare briefings and investor decks.
• Deal Management: support LOIs, due diligence prep, and M&A tracking.
• Document Control: maintain organized folders for contracts, reports, NDAs, etc.
• Meeting Prep: provide concise summaries, bios, and agendas.
• Research: gather background info on people, companies, or opportunities.
• Personal Assistant for Life Support: handle errands, family logistics, gifts, and events.

Key Result Areas

• Calendar & Time Management: efficient scheduling with minimal conflicts.
• Proactive Support: anticipate needs and prepare materials without prompting.
• Travel & Logistics: plan seamless travel and events.
• Confidentiality & Discretion: handle sensitive info with professionalism.
• Task & Project Follow Up: track deadlines and ensure timely completion.
• Expense & Admin Accuracy: submit accurate reports and manage admin tasks.
• Stakeholder Engagement: build strong relationships and maintain high level service.

Job Sizing Parameters

• Scope of Authority: operate with high degree of autonomy in managing the CEO's schedule, communications, and logistics.
• Financial Impact: manage executive expense reporting, reconciliation, and policy compliance.
• Geographic Reach: provide support across multiple time zones and international locations.
• Key Interfaces: coordinate with internal teams and external stakeholders at clerical or process level.

Experience and Qualification

• Bachelor's degree preferred (e.g., Business Administration, Communications, or related field).
• Formal training in executive assistance, office administration, or business support (preferred).
• Equivalent experience supporting C suite executives may substitute for formal education.
• Expertise 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.
• Proficient with communication tools (Zoom, Teams).
• Familiar with project/task management tools (Asana).
• Experience handling confidential and sensitive information securely.
• Capable of planning and executing events and executive meetings.
• Excellent business writing and email communication skills.
• Calm under pressure, even in chaotic situations.
• Highly intelligent and emotionally intuitive.
• Cultured, polished, and presentable in high level settings.

We are looking forward to hearing from you!

Seniority level

• Mid Senior level

Employment type

• Full time

Job function

• Administrative
• Industries: Food and Beverage Manufacturing