Executive Assistant to CEO

Executive Assistant Charter – Founder’s Office

PurposeTo serve as the operational anchor and productivity multiplier for the Founder, enabling him to focus on high-value strategic priorities while ensuring smooth execution of business, compliance, and administrative functions across all Autumn Rooms geographies.

1. Scope of Role

The Executive Assistant (EA) is responsible for:Acting as the single point of contact for the Founder’s office.Managing the Founder’s time, priorities, and flow of information.Driving execution of delegated tasks with accuracy and speed.Anticipating business and personal requirements to minimize disruptions.

2. Core Responsibilities

• A. Reporting & Information FlowCollect daily reports from all departments (finance, operations, sales, marketing, HR).
• Consolidate into a Founder’s Daily Brief: key numbers, risks, action items.Maintain a weekly dashboard: occupancy, bookings, property pipeline, financial KPIs.
• B. Compliance & Risk ManagementCoordinate insurance coverage for all countries of operation.Track compliance items: HMO, fire/gas safety, local permits (landlord to own responsibility, EA to track).Ensure auditors, accountants, and solicitors receive timely submissions.
• C. Founder ProductivityMaintain the Founder’s calendar with a strict prioritization filter.Prepare briefing notes for every meeting (stakeholder profiles, agenda, background).Maintain a task & follow-up tracker for all Founder commitments.Screen emails/calls and prepare drafts of key correspondence.
• D. Strategic SupportConduct short research tasks on new markets, universities, or partnerships.Prepare business summaries for property acquisitions or BD leads.Assist in due diligence for landlords, partners, and vendors.
• E. Internal & External CoordinationLiaise with leadership team to ensure task closures.Prepare structured communication to channel partners, universities, and landlords.Represent the Founder’s office in routine calls, documenting minutes and follow-ups.
• F. Special ProjectsManage confidential assignments (e.g., restructuring, litigation support).Run founder-delegated projects like partnerships, vendor negotiations, or expansion pilots.Act as temporary project manager for cross-department initiatives.

3. Tools & Systems

EA Must OwnMIS & Dashboard: Daily and weekly reports in a standardized format.Compliance Tracker: Excel/Notion dashboard for country-specific filings and renewals.Follow-Up Tracker: Status of all commitments given by Founder or expected from teams.Calendar Discipline: No conflicting bookings; buffer times enforced.

4. Authority Levels

The EA is authorized to:Demand reports, updates, and responses from all departments on behalf of the Founder.Reject/accept meeting requests based on priority.Escalate non-compliance or delayed deliverables to the Founder.Represent the Founder’s office in operational or non-strategic meetings.

5. Key Deliverables

Founder’s Daily Brief at 9 AM sharp.Zero missed compliance or insurance renewals.Minimum 90% closure of Founder-delegated tasks on schedule.Calendar aligned to strategic priorities (not overloaded with noise).Monthly summary of property pipeline, occupancy, and financial health.

6. Confidentiality & Discretion

EA must maintain absolute confidentiality of Founder’s communications, financials, and strategy.Sensitive projects (legal, M&A, fundraising) must be handled discreetly with NDA-equivalent discipline.

Job Type: Full-time

Pay: AED5,000.00 - AED10,000.00 per month