Executive Assistant to CEO

Executive Assistant (EA) – Master Job Description & Hiring FrameworkRole Overview

We are seeking a highly organized, proactive, and resourceful Executive Assistant (EA) to directly support the CEO. The EA will manage schedules, communication, and task follow-ups across all departments, ensuring that projects move forward and nothing falls through the cracks. Acting as the CEO’s “voice,” the EA will amplify leadership impact by enabling focus on strategy and growth.

This is a high-trust role requiring discretion, maturity, and persistence.

Job Role RequirementsExecutive Support

• Manage CEO’s daily calendar, meetings, and travel arrangements.
• Draft, review, and send professional correspondence, presentations, and reports.
• Prepare agendas, meeting briefs, and record action points with follow-ups.
• Handle sensitive information with discretion.
• Customer Relationship management.

Communication & Coordination

• Act as the first point of contact for internal and external stakeholders.
• Represent the CEO in communications where appropriate.
• Ensure alignment between CEO directives and departmental actions.
• Follow up with team members and ensure accountability to deadlines.

Operational Support

• Maintain a daily task/priority list and delegation tracker.
• Conduct research, data collection, and preparation for strategic projects.
• Support ERP (Odoo) data entry, reporting, and monitoring.
• Organize company documentation and filing systems.
• Handle company whatsapp and direct leads to sales team.

Follow-Up & Accountability

• Track all CEO-assigned tasks until closure.
• Follow up on deliverables across teams using authority as “CEO’s voice.”
• Update clients regarding job orders.
• Provide daily updates to CEO on completed and pending items.

Personal & Discretionary Support

• Manage personal coordination tasks (bookings, appointments, errands).
• Anticipate CEO’s needs and act proactively.

Requirements

Experience

• 3–5 years as an EA, PA, or office coordinator for senior management.
• Proven track record in admin, coordination, and multi-tasking.

Education

• Bachelor’s degree (Business Administration, Communications, or related).
• Professional secretarial/administrative training is an advantage.

Skills

• Outstanding follow-up ability (non-negotiable).
• Strong English communication (written & spoken).
• Proficiency in MS Office (Excel, Word, PowerPoint) & Google Workspace.
• Familiarity with ERP systems (Odoo preferred) and project management tools.
• High organizational skills, attention to detail, and ability to anticipate needs.
• Discretion and integrity in handling sensitive business and personal matters.

Attributes

• Mature, reliable, and committed long-term.
• Confident but respectful when following up with seniors.
• Proactive, resourceful, and solution-driven.

Interview Framework

We evaluate candidates on three pillars:

1. Background & Career Path

• Walk me through your personal and career journey.
• What did you do in your last two jobs? What were your key responsibilities?
• Why did you leave your previous role?
• Which role was your best so far and why?

2. Integrity & Reliability

• Situational questions on confidentiality and urgent decision-making.
• Reference checks with last 2 employers focusing on honesty, reliability, and follow-up.

3. Skills Testing

• Follow-up system: How do you maintain and update daily tasks?
• Excel test: VLOOKUP, Pivot Tables, linking sheets.
• Written test: Draft an official client email and business letter.
• Research test: Quick Google search challenge for efficiency.
• Scenario: How do you handle resistance from senior employees?

Induction Plan (First 60 Days)Week 1–2: Orientation

• Introduction to org chart and team.
• Set up CEO’s calendar and email access.
• Observe meetings and communication style.

Week 3–4: Controlled Delegation

• Begin handling calendar, travel, and selective email responses.
• Daily 15-minute sync with CEO at 8:30am for priorities.
• Use Delegation & Follow-Up Sheet with standard scripts:
• Delegation: “Chirag has requested you to complete this by [date/time]. Can I confirm this commitment?”
• Follow-up: “You had committed this task by now; Chirag is asking for an update. By what time can I confirm completion?”

Week 5–8: Full Integration

• Act as CEO’s voice across all follow-ups.
• Manage full delegation and accountability system for the team.
• Handle personal coordination tasks as needed.
• Take over research and project support.

End Goal (60 Days): CEO focuses only on thinking and decision-making. EA runs all coordination, follow-ups, and operational support.

Compensation

• AED benchmarked salary (based on UAE market & experience).
• Annual leave and standard UAE benefits.
• Growth opportunities as the company expands.

Job Type: Full-time

Pay: AED5,000.00 - AED8,000.00 per month