c suite executive assistant

Vibes Staffing

<div>
 
 
 
 ROLE PURPOSE
 
 
 
 
 
 
 
 The Executive Secretary to the Managing Director serves as a trusted operational partner to the MD, enabling her to focus exclusively on high-priority strategic and leadership activities. This role goes beyond traditional secretarial support - it functions as a critical filter, coordinator, and executor, ensuring that decisions, delegated tasks, and communications flow efficiently between the MD, internal teams, and external stakeholders. The Executive Secretary is expected to bring a proactive, technology-forward mindset, introducing and championing digital tools and modern workflows that elevate the efficiency and professionalism of the MD's office. Operating with a high degree of independence, sound judgment, and strong interpersonal confidence, the role demands someone who can manage competing priorities seamlessly, maintain discretion under pressure, and represent the MD's standards in every interaction.
 
 
 
 
 
 
 
 CORE RESPONSIBILITIES
 
 
 
 
 
 
 
 
 Strategic Priority Management &amp; Executive Filtering
 
 
 <ul>
 <li>
 Proactively manage the MD's calendar, daily schedule, and priorities &mdash; identifying what requires her direct attention versus what can be delegated, deferred, or handled independently.
 </li>
 <li>
 Filter and triage all incoming communications, meeting requests, and tasks, escalating only what is genuinely critical to the MD.
 </li>
 <li>
 Prepare daily and weekly priority briefings for the MD to ensure focus remains on high-impact strategic matters.
 </li>
 <li>
 Anticipate needs and create structured plans that allow the MD to operate at peak effectiveness.
 </li>
 </ul>
 
 
 
 
 
 Task Delegation, Follow-Up &amp; Gatekeeping
 
 
 <ul>
 <li>
 Actively follow up with internal team members and external vendors on tasks, commitments, and deliverables delegated by the MD &mdash; ensuring timely completion without requiring the MD to chase.
 </li>
 <li>
 Maintain a live task and delegation tracker, monitoring progress and flagging delays proactively.
 </li>
 <li>
 Liaise between the MD and team members to resolve issues, provide clarity, and ensure smooth handovers.
 </li>
 <li>
 Act as a professional gatekeeper &mdash; managing access to the MD's time and office, redirecting ad-hoc requests through appropriate channels to protect focus and productivity.
 </li>
 </ul>
 
 
 
 
 
 Communication &amp; Documentation
 
 
 <ul>
 <li>
 Draft, review, and send high-quality correspondence on behalf of the MD, including emails, memos, letters, and official communications.
 </li>
 <li>
 Prepare and format professional presentations, reports, meeting materials, and briefing documents.
 </li>
 <li>
 Minute-take during key meetings, distribute action items, and track follow-through.
 </li>
 <li>
 Manage confidential information with absolute discretion.
 </li>
 </ul>
 
 
 
 
 
 Technology &amp; Process Improvement
 
 
 <ul>
 <li>
 Introduce and implement technology-based tools to modernise the MD's office operations &mdash; including AI productivity tools (e.g., Claude, ChatGPT, Gamma, etc.), project and task management platforms (e.g., Notion, Monday.com), and collaboration tools.
 </li>
 <li>
 Build and maintain efficient digital filing, documentation, and workflow systems.
 </li>
 <li>
 Champion the move from manual and paper-based processes to streamlined, technology-enabled ways of working.
 </li>
 <li>
 Proactively research and recommend tools, templates, and process improvements that increase organisational efficiency.
 </li>
 </ul>
 
 
 
 
 
 Administrative &amp; Operational Support
 
 
 <ul>
 <li>
 Coordinate logistics for internal and external meetings, including venue, agenda, materials, and attendee management.
 </li>
 <li>
 Arrange travel, accommodation, and itineraries for the MD and senior guests as required.
 </li>
 <li>
 Manage office supplies, vendor relationships, and administrative contracts pertaining to the MD's office.
 </li>
 <li>
 Support the preparation and submission of expense reports and relevant administrative documentation.
 </li>
 </ul>
 
 
 
 
 
 
 KNOWLEDGE &amp; SKILLS
 
 
 
 
 
 
 <ul>
 <li>
 Minimum 5 years of relevant experience as an Executive Secretary or Executive Assistant supporting C-suite executives, preferably in a fast-paced, multi-stakeholder environment.
 </li>
 <li>
 Bachelor's degree in Business Administration, Communications, Office Management, or a related field.
 </li>
 <li>
 Minimum 5 years of experience in an Executive Secretary or Executive Assistant role directly supporting C-suite or senior leadership.
 </li>
 <li>
 Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with demonstrable ability to produce polished, professional outputs.
 </li>
 <li>
 Hands-on experience with modern productivity and AI-powered tools including but not limited to: Claude, ChatGPT, Gamma, Notion, Monday.com, or similar platforms.
 </li>
 <li>
 Exceptional written and verbal English communication skills, including professional email and business writing.
 </li>
 <li>
 Strong presentation design skills with proven ability to create clear, visually compelling materials for executive audiences.
 </li>
 <li>
 Experience introducing or implementing technology-driven process improvements within an executive office or similar environment is a strong advantage.
 </li>
 <li>
 Excellent English language skills (written and spoken) are required.
 </li>
 <li>
 Arabic language proficiency is an advantage.
 </li>
 </ul>
</div>

Executive Secretary

<div>Overview:
<div>
WHAT YOU DO AT AMD CHANGES EVERYTHING</div><div>
At AMD, our mission is to build great products that accelerate next-generation computing experiences&mdash;from AI and data centers, to PCs, gaming and embedded systems. Grounded in a culture of innovation and collaboration, we believe real progress comes from bold ideas, human ingenuity and a shared passion to create something extraordinary. When you join AMD, you&rsquo;ll discover the real differentiator is our culture. We push the limits of innovation to solve the world&rsquo;s most important challenges&mdash;striving for execution excellence, while being direct, humble, collaborative, and inclusive of diverse perspectives. Join us as we shape the future of AI and beyond. Together, we advance your career.</div>
Responsibilities:
<div>
THE ROLE:</div><div>
Excellent opportunity for an experienced Executive Assistant who is high energy, and thrives in a constantly evolving business environment. In this role, you will partner with other executive assistants and interact with all levels of leadership, customers and employees, assisting our Corporate Vice President manage day to day priorities. The environment is fast paced, dynamic, and collaborative.</div><div></div><div> 
THE PERSON:</div><div>
You have significant experience navigating a complex C-Suite environment and comfort interacting with employees of all levels. To be successful, you will need strong organizational and multi-tasking skills bringing order to complexity, and creating cross-functional alignment and leadership communications. Being proactive and anticipating the needs of the executive is essential as you prioritize time, schedules, inquiries and information.</div><div></div><div> 
You go beyond traditional executive administrative support, acting as a trusted and collaborative partner to leadership. You are committed to meeting deadlines, and bring enthusiasm and flexibility to fast-paced, multi-tasking situations. You bring a wide range of abilities and skills to the table, helping drive process, organization and prioritization, and foster alignment across internal teams and external stakeholders. You have excellent judgment, attention to detail, and self motivation to operate and make decisions independently in a dynamic environment.</div><div></div><div> 
KEY RESPONSIBILITIES:</div><div>
You bring structure and clarity to complex schedules, communications, and deliverables&mdash;ensuring leaders can focus on strategic priorities while maintaining high operational efficiency.</div><div>
In this role, you will:</div><ul><li>
Manage complex executive calendars, including scheduling across multiple time zones, priorities, and stakeholders</li><li>
Coordinate meetings, offsites, and events, including agenda development, logistics, and follow-ups</li><li>
Prepare high-quality communications, presentations, and briefing materials for internal and external engagements</li><li>
Track action items, deliverables, and key priorities to ensure timely execution and accountability</li><li>
Serve as a central point of coordination across teams, helping drive alignment and communication</li><li>
Support travel planning, expense management, and logistical coordination for executive activities</li><li>
Assist in organizing team communications, including town halls, staff meetings, and leadership updates</li><li>
Handle sensitive and confidential information with discretion and professionalism</li><li>
Identify opportunities to improve operational processes, organization, and efficiency</li></ul><div> 
PREFERRED EXPERIENCE:</div><ul><li>
Significant, direct, senior level work experience supporting executive-level leaders within the technology industry</li><li>
Highly organized, detail-oriented operator experienced in very fast-paced environments, able to seamlessly manage multiple concurrent priorities with precision, urgency, and proactive ownership</li><li>
Excellent communication skills; proven success working independently as well as part of a team</li><li>
Ability to use a variety of sophisticated office automation tools and software, including proficiency in PowerPoint, Excel, Word, SharePoint, SAP and AI tools usage</li><li>
Demonstrated success establishing relationships and collaborating with internal and with external C-suite executives, including customers and partners, program leaders, administrators and staff at all levels to coordinate complex, large-scale meetings and global travel, ensuring seamless alignment, communication, and execution across organizations</li><li>
Demonstrated ability to exercise initiative and judgement with a high degree of flexibility and responsiveness as a true business partner</li></ul><div> 
ACADEMIC CREDENTIALS:</div><div>
Bachelor&rsquo;s Degree or equivalent level of experience preferred</div><div></div><div> 
This role is not eligible for visa sponsorship.</div><div></div><div> 
#LI-MP2</div>
Qualifications:
<div>
Benefits offered are described: AMD benefits at a glance.</div><div></div><div> 
AMD does not accept unsolicited resumes from headhunters, recruitment agencies, or fee-based recruitment services. AMD and its subsidiaries are equal opportunity, inclusive employers and will consider all applicants without regard to age, ancestry, color, marital status, medical condition, mental or physical disability, national origin, race, religion, political and/or third-party affiliation, sex, pregnancy, sexual orientation, gender identity, military or veteran status, or any other characteristic protected by law. We encourage applications from all qualified candidates and will accommodate applicants&rsquo; needs under the respective laws throughout all stages of the recruitment and selection process.</div><div></div><div> 
AMD may use Artificial Intelligence to help screen, assess or select applicants for this position. AMD&rsquo;s &ldquo;Responsible AI Policy&rdquo; is available here.</div><div></div><div> 
This posting is for an existing vacancy.</div></div>

Executive Assistant

KAYALI

<div>Who we are
Fueled by passion, KAYALI was founded in 2018 by beauty mogul and fragrance fanatic, Mona Kattan. Translating to &lsquo;my imagination&rsquo; in Arabic, KAYALI provides a modern fragrance experience
inspired by Mona&rsquo;s rich Middle Eastern heritage and the art of layering scents to help you create your mood; where sharing scents is a ritual and smelling good is both an act of goodwill and self-love.
Mona collaborates with some of the world&rsquo;s most renowned perfumers and sources the finest ingredients to create unique juices that are infinitely memorable, long-lasting, and cruelty-free. Each luxurious fragrance is an ode to true craftsmanship and tells a special story, from the addictive notes to the multi-faceted jeweled bottles.
Our Mission
To make everyone feel like the diamond they are! To build a global community of fragrance lovers through the power of scent and by providing them with the most innovative &amp; luxurious fragrances, education and sharing our Middle Eastern fragrance rituals with the world. 
 
Summary
The Executive Assistant to the two C-suit level of KAYALI Dream Makers will serve as a strategic partner, ensuring seamless operations and enabling leadership to focus on global growth and innovation. This role demands exceptional organizational skills, discretion, and a deep understanding of luxury brand dynamics.
Essential Duties and Responsibilities
Calendar &amp; Travel Management<ul><li>
Proactively manage complex global schedules, including high-priority meetings, investor calls, and international travel itineraries.</li><li>
Coordinate multi-time-zone logistics, visas, and accommodations while anticipating executive needs (e.g., preparation time, local stakeholder briefings).</li></ul>
Communication &amp; Stakeholder Liaison<ul><li>
Serving as a primary point of contact between the leader, internal teams, and external partners, representing KAYALI values in every interaction.</li><li>
Screen and prioritize emails, calls, and reports, flagging urgent matters and drafting responses on behalf of leadership.</li></ul>
Strategic Support<ul><li>
Prepare briefing materials, presentations, and reports for board meetings, investor pitches, and global market analyses.</li><li>
Support steering committee objective tracking and follow-up on action items.
</li><li>Conduct competitive research and synthesize insights on fragrance industry trends to inform decision-making.</li><li>
Assist in tracking KPIs, budgeting, and expense reporting for executive review.</li><li>
 Preparing briefing packs, pre-reads, and follow-ups for key leadership, board, and investor meetings, capturing actions and ensuring on-time execution.</li></ul>
Project &amp; Event Coordination<ul><li>
Oversee cross-departmental initiatives, such as leadership meetings, strategic planning days.</li><li>
 Plan high-profile events, including luxury product showcases, executive summits, and client dinners, managing RSVPs and vendor coordination.</li></ul><ul><li>
Consolidation and submission of executive and leadership team expenses through Expensify, ensuring accurate coding, supporting documentation, and alignment with company policies.</li><li>
First-line review and tracking of direct reports&rsquo; expenses for the [CPO/CEO/etc.], flagging discrepancies and coordinating timely approvals.</li><li>
Handle sensitive data, contracts, and intellectual property with utmost discretion.</li><li>
Maintain organized digital filing systems and streamline office workflows.</li></ul> 

Requirements 
<ul><li>
Experience: 5+ years as an Executive Assistant supporting C-suite executives, preferably in luxury goods, beauty, or fragrance industries.</li><li>
Mastery of Microsoft Office Suite, CRM platforms (e.g., Salesforce), and virtual meeting tools.</li><li>
Superior written/verbal communication in English; proficiency in additional languages (e.g., French, Arabic) is a plus.</li><li>
Agile problem-solving and ability to thrive in fast-paced, culturally diverse environments.</li><li>
Traits: Proactive, detail-oriented, and adept at balancing competing priorities with professionalism, kindness and gratitude.</li><li>
Familiarity with fragrance development cycles, supply chain logistics, or luxury retail operations.</li><li>
Experience coordinating international travel and managing virtual teams across time zones.</li></ul> 

Benefits<ul><li> 
Premium Medical/Dental/Vision coverage</li><li>Find your Magic Days</li><li>Volunteer Day</li><li>Birthday Leave</li><li>Egg Freezing Benefits</li><li>Employee discounts on all Kayali products</li><li>Quarterly product gifting</li></ul> 
Kayali is committed to building diverse and inclusive teams and upholding an equal employment workplace that is free from discrimination. We hire stellar individuals regardless of their race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, marital status, medical conditions, disability, or veteran status. If you need reasonable accommodations at any point in the application or interview process, please let us know.</div>

JRM Construction Management

<div>
 
 
 
 
 Company Overview
 
 
 
 
 
 
 JRM is one of the top General Contracting and Construction Management Firms with over a decade of trusted experience. Headquartered in New York City with offices in New Jersey, California, and Florida, JRM delivers the highest quality services to clients that include City, State &amp; Federal Agencies, Fortune 500 corporations, respected property owners &amp; developers, major law firms, media &amp; tech firms, leading luxury retailers, renowned hospitality groups, life sciences &amp; healthcare organizations, and financial services firms. JRM knows that dedicated, accomplished employees are the heart of any successful enterprise. We are focused on maintaining a diverse, inclusive, and authentic workplace and are always looking to add passionate personnel to our teams across the US.
 
 
 
 &nbsp;
 
 
 
 
 
 Job Summary
 
 
 
 
 
 
 The Executive Assistant serves as a strategic partner and trusted extension of the executive, enabling focus, driving prioritization, and ensuring seamless execution across both professional responsibilities and select personal commitments.
 
 
 
 
 Operating with a high degree of autonomy, discretion, and sound judgment, this role plays a critical part in optimizing the executive&rsquo;s time, managing competing priorities, and ensuring alignment across key initiatives. The Executive Assistant is a force multiplier, anticipating needs, removing friction, and helping the executive operate at the highest level.
 
 
 
 &nbsp;
 
 
 
 
 
 Primary Responsibilities
 
 
 
 
 
 
 
 Executive Enablement &amp; Strategic Support
 
 
 
 <ul>
 <li>
 
 Manage and optimize the executive&rsquo;s calendar, priorities, and time allocation to align with business objectives and strategic focus areas
 
 </li>
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 Act as a gatekeeper and decision filter, prioritizing requests and ensuring the executive is focused on the highest-value activities
 
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 Prepare the executive for meetings and engagements, including developing briefing materials, agendas, and key context
 
 </li>
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 Track follow-ups and action items, ensuring accountability and timely execution across stakeholders
 
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 </ul>
 
 
 
 Operational Coordination &amp; Execution
 
 
 
 <ul>
 <li>
 
 Drive coordination across leadership, departments, and external partners on behalf of the executive
 
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 Monitor key initiatives and ensure alignment, progress, and follow-through
 
 </li>
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 Anticipate needs and proactively resolve issues before they arise
 
 </li>
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 Support special projects and cross-functional initiatives as needed
 
 </li>
 </ul>
 
 
 
 Communication &amp; Representation
 
 
 
 <ul>
 <li>
 
 Draft, review, and manage high-level communications on behalf of the executive
 
 </li>
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 Serve as a professional liaison with internal and external stakeholders, maintaining a high standard of responsiveness and discretion
 
 </li>
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 Represent the executive with polish, professionalism, and sound judgment in all interactions
 
 </li>
 </ul>
 
 
 
 Meeting &amp; Workflow Management
 
 
 
 <ul>
 <li>
 
 Own complex calendar management across multiple priorities, time zones, and stakeholders
 
 </li>
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 Design and maintain efficient workflows for meetings, decision-making, and information flow
 
 </li>
 <li>
 
 Coordinate logistics for meetings, offsites, and events, ensuring a seamless experience
 
 </li>
 </ul>
 
 
 
 Integrated Executive Support (Professional &amp; Personal)
 
 
 
 <ul>
 <li>
 
 Provide seamless, integrated support across both professional responsibilities and select personal commitments to ensure the executive can operate at maximum effectiveness
 
 </li>
 <li>
 
 Manage personal scheduling, travel, and logistics as needed, with a high level of discretion and attention to detail
 
 </li>
 <li>
 
 Handle time-sensitive personal matters and serve as a trusted point of contact where appropriate
 
 </li>
 <li>
 
 Ensure clear boundaries and prioritization while maintaining continuity across all aspects of the executive&rsquo;s commitments
 
 </li>
 </ul>
 
 
 
 Who This Role Is
 
 
 
 <ul>
 <li>
 
 A highly trusted partner who operates with ownership, discretion, and strong judgment
 
 </li>
 <li>
 
 Proactive and anticipatory, with the ability to stay several steps ahead
 
 </li>
 <li>
 
 Comfortable navigating a fast-paced, high-expectation environment with shifting priorities
 
 </li>
 <li>
 
 Polished communicator with strong executive presence
 
 </li>
 <li>
 
 Able to seamlessly shift between strategic coordination and detailed execution
 
 </li>
 <li>
 
 Highly organized, detail-oriented, and solutions-driven
 
 </li>
 <li>
 
 Always committed to confidentiality and professionalism
 
 </li>
 </ul>
 
 &nbsp;
 
 
 
 
 
 Qualifications
 
 
 
 
 <ul>
 <li>
 
 7 &ndash; 10+ years of experience supporting senior executives, preferably at the C-suite level
 
 </li>
 <li>
 
 Exceptional attention to detail with a commitment to accuracy and quality in all deliverables
 
 </li>
 <li>
 
 Strong business judgment with the ability to understand shifting priorities, anticipate needs, and proactively support the Executive&rsquo;s objectives
 
 </li>
 <li>
 
 Highly resourceful and solutions-oriented; demonstrates initiative, sound problem-solving skills, and the ability to navigate ambiguity independently
 
 </li>
 <li>
 
 Outstanding written and verbal communication skills, with the ability to draft and refine professional correspondence
 
 </li>
 <li>
 
 Strong interpersonal skills and emotional intelligence; knows when to act autonomously and when to seek alignment
 
 </li>
 <li>
 
 Demonstrated ability to quickly learn and understand the company&rsquo;s business operations to anticipate needs and add value
 
 </li>
 </ul>
 
 &nbsp;
 
 
 
 
 
 Computer Systems
 
 
 
 
 <ul>
 <li>
 
 Proficiency in Microsoft Office (Excel, Word, PowerPoint, and Outlook), and overall tech-savvy
 
 </li>
 </ul>
 
 &nbsp;
 
 
 
 
 
 Salary Information
 
 
 
 
 <ul>
 <li>
 
 To the extent this role is performed in New York City, the annual salary range is $100,000 - $140,000.
 
 </li>
 </ul>
 
 &nbsp;
 
 
 
 
 
 
 
 
 
 All qualified applicants will receive consideration for employment at JRM without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other characteristics protected by law.&nbsp;
 
 
 
 
 
 &nbsp;
 
 
 
 
 
 The salary range listed in job postings reflects the Company&rsquo;s good-faith estimate at the time of posting. Actual compensation may vary based on factors such as position tier, geographic location, work experience, market conditions, education/training, and skills.
 
 
 
 
 
 
 &nbsp;
 
 
 
 
 For more information on how JRM Construction Management collects and uses your personal information, reference our Privacy Policy.
 
 
 
</div>

Drakken

<div>About Drakken Inc.
Drakken is a Dubai-headquartered Electrical, Instrumentation &amp; Controls (E,I&amp;C) systems integrator and Main Automation Contractor delivering turnkey electrical, automation, instrumentation, and commissioning scope to the energy and industrial sectors. Our veteran team has executed projects across approximately 20 countries in the Middle East, Africa, and Southeast Asia, operating from our Dubai headquarters (DMCC and Mainland licences) and our office in Calgary, Canada. 
From deserts to deepwater, we manage every aspect of a project to create comprehensive solutions that minimize cost and maximize schedule certainty, execution quality, and single-party accountability. We are not the cheapest &mdash; we are the most reliable.
Drakken&rsquo;s corporate culture promotes innovation, collaboration, and true integration of international teams. Our office environment focuses on honesty and continual improvement, both professionally and personally, and drives excellence through motivational development planning and engaged management. Drakken is ISO 9001, ISO 14001, and ISO 45001 certified. 
The Position
The Executive Assistant is responsible for owning the information flow, calendar, and day-to-day operating rhythm of Drakken&rsquo;s Office of the CEO. The role reports to the Chief Executive Officer and acts as the first line of defense for inbound communication, the guardian of executive time, and the driver behind open tasks closing on schedule. As Drakken grows, the scope of this role is expected to expand to broader executive support within the company. 
The successful candidate does not &ldquo;assist&rdquo; with the inbox and calendar &mdash; they own them. They exercise professional discretion at all times, move items forward without waiting for instruction, and use modern AI tools to compound their output. They operate with the confidentiality expected of the Office of the CEO in a privately-owned, international company. 
Key Areas of Responsibility
Ownership of Information Flow (Inbox)<ul><li>
Take direct ownership of the CEO&rsquo;s inbox. Triage, categorize, and filter so the CEO sees only the correspondence that genuinely requires his attention.</li><li>
Draft and release responses in the CEO&rsquo;s voice for review, and handle routine correspondence independently within agreed guidelines.</li><li>
Flag any incoming email that contains a commitment, commercial implication, scope change, or risk before any response is released.</li><li>
Route low-value messages to the appropriate team member or dispose of them &mdash; protect the CEO&rsquo;s attention as a scarce resource.</li></ul>
Calendar and Scheduling Ownership<ul><li>
Own the CEO&rsquo;s calendar end-to-end: book, reschedule, protect focus blocks, resolve conflicts, and prepare meetings in advance.</li><li>
Produce concise meeting briefs with relevant background, prior correspondence, required documents, and suggested outcomes.</li><li>
Coordinate confidently across Gulf Standard Time (UTC+4), North America, and active project geographies including Iraq, Africa, and Southeast Asia.</li><li>
When scheduling requests conflict or commitments compete for the same time, escalate with options and a recommended path &mdash; do not wait for instruction.</li></ul>
Task and Project Follow-Through<ul><li>
Maintain a shared register of outstanding actions, commitments, and deliverables for the CEO. Chase internal and external parties until items close.</li><li>
Coordinate with Drakken&rsquo;s functional leads across projects, automation, proposals, accounting, and administration to keep work moving.</li><li>
Produce a concise weekly status summary for the CEO covering closed items, open items, blocked items, and items requiring decision.</li></ul>
Confidentiality and Information Handling<ul><li>
Apply strict discretion at all times. Treat customer names, financial figures, commercial terms, staff matters, and strategic plans as confidential by default.</li><li>
Adhere to Drakken&rsquo;s document control conventions in Ottofiles (the company document management system). Any AI-assisted output is a draft only until it has been uploaded, versioned, checked, and approved in Ottofiles by the appropriate authority.</li><li>
Apply the classification markers already in use (for example, (U) Unclassified) on controlled documents.</li></ul>
Personal Support (Light)<ul><li>
Manage light personal matters for the CEO: appointments, reservations, personal travel coordination, errands, vehicle servicing, and gift-buying.</li><li>
Maintain clear boundaries between business and personal scope. The role does not include household staff management or broader family-affairs administration.</li></ul>
Errands and In-Person Support<ul><li>
Handle in-person errands in and around Dubai &mdash; document collection and delivery, courier drops, bank runs, vendor visits, and office support as required.</li><li>
Coordinate logistics for visiting members of the Drakken leadership team when they are in Dubai.</li></ul>
AI Tools and Systems Leverage<ul><li>
Use AI tools (including Claude and ChatGPT) to compound your output &mdash; for drafting, summarizing, research, email triage, and meeting preparation. You should be curious about AI tools and comfortable building workflows with them alongside the CEO.</li><li>
Work comfortably within Drakken&rsquo;s technology stack: Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Ottofiles, Avaza.</li><li>
Build and maintain Standard Operating Procedures (SOPs), templates, and checklists for recurring work so the contribution of the role compounds and scales over time.</li></ul>
Decision-Making and Autonomy<ul><li>
In the CEO&rsquo;s absence, make informed decisions within agreed authority limits to ensure continuity of operations.</li><li>
Operate with a bias for forward motion: when an item is stuck pending CEO attention, propose the next step and execute on approval.</li><li>
Represent Drakken with external parties &mdash; clients, vendors, and visitors &mdash; with the same professionalism expected of the Office of the CEO.</li></ul> 
Success
Success in this role means that the CEO sees only the 10&ndash;20% of inbound communication that genuinely requires his attention; his calendar runs without conflict and with meetings fully prepared with briefs before sit down; open tasks close on time; and confidential information stays confidential. Success also means that the EA continuously expands the scope of what they own &mdash; identifying new repeatable work, systematizing it, and taking it off the CEO&rsquo;s plate. Drakken values continual improvement and welcomes suggestions and expertise to elevate this role over time. 
Key Performance Indicators
Inbox Management<ul><li>
The CEO sees only 10&ndash;20% of inbound email &mdash; the portion that genuinely requires executive attention. The remainder is triaged, routed, responded to, or archived by the EA.</li><li>
High-priority emails acknowledged within 1&ndash;2 hours; full responses released the same business day. Non-urgent communications responded to within 24 hours.</li><li>
Zero commercially significant items, commitments, or risks passed through without being flagged for the CEO&rsquo;s awareness.</li></ul>
Calendar Management<ul><li>
Long-term target of zero scheduling conflicts, with an initial tolerance of no more than one to two minor conflicts per month.</li><li>
100% of scheduled meetings confirmed in advance and supported with an agenda and any required documents.</li></ul>
Task and Deliverable Follow-Through<ul><li>
95% on-time closure of tracked actions and deliverables. All outstanding items have a named owner, due date, and next action.</li><li>
Weekly status summary delivered to the CEO by end of business each Friday.</li></ul>
Confidentiality and Document Control<ul><li>
Zero breach of confidential information.</li><li>
100% compliance with Ottofiles versioning, naming, and classification conventions for controlled documents.</li></ul> 
Living Job Description Model
This role operates within a Living Job Description framework. The responsibilities and expectations outlined above represent the current scope of the position. As Drakken grows and evolves &mdash; and as the EA&rsquo;s capability is demonstrated &mdash; this scope is expected to expand, with additional responsibilities progressively transferred to the role. Any material changes will be discussed collaboratively and in advance, ensuring transparency and mutual understanding. Adaptability and a willingness to take on evolving responsibilities are essential to success in this role. 
Key Requirements<ul><li>
5&ndash;8 years of experience in executive support, ideally at the C-suite level</li><li>
Proven experience managing an executive inbox and calendar independently</li><li>
Exceptional organizational and prioritization skills</li><li>
Strong written and verbal communication skills (fluent English required)</li><li>
High level of discretion and professionalism</li><li>
Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)</li><li>
Comfortable working across multiple time zones and international teams</li><li>
Experience or strong interest in using AI tools to enhance productivity</li><li>
Ability to operate in a fast-paced, high-responsibility environment</li></ul> 
Preferred<ul><li>
Experience in engineering, energy, or project-based organizations</li><li>
Additional languages are a plus</li></ul></div>

Irwin & Dow

The Role
 Constant change, strategic support, high attention to detail and exceptional prioritisation skills are required for this Executive Assistant role to support a CEO with a large global mandate. This is a one-on-one role, where you will be the right hand to a very busy individual, who works across multiple time zones and engages with international and local government leaders, global business leaders, and UAE dignitaries; priorities are shifting on an hourly basis, and we are seeking strong initiative and emotional intelligence from the EA. It is vital that applicants have worked at the highest levels of C-Suite support and especially at a very international level. Board level organisation and support is vital, and the role is a strategic, business partner to the CEO, and is the gatekeeper of his time. This role is all encompassing, as well as the traditional EA responsibilities, hectic global travel being one of them, and highly complex diary management another, we are looking for good financial acumen and project management ability. The role will be highly operational, and the successful applicant will be able to manage up. The role provides a sounding board for the CEO; senior document sign off approval, budget oversight and review of legal documentation and contracts are also part of your remit, requiring exceptional diligence. The role demands a highly skilled EA, able to navigate a broad range of priorities, yet remain calm and pragmatic under pressure, coordinating with all internal and external stakeholders effectively, whilst understanding when to push back, when challenging necessary and managing competing deadlines and constant change. The EA will be able to represent the CEO with absolute professionalism and discretion and is always his ambassador. A hyper-organised individual, the successful applicant will have exceptional spoken communication and written capabilities in English. Additionally, a second European language and / or Arabic fluency would be considered highly advantageous. Importantly, motivation, drive and energy need to be demonstrated along with strong cultural and political understanding of the region. This is a career defining role, working at highest levels, and is not a 9-5 role. It is vital that candidates are living in Abu Dhabi as this is a full-time, office-based role.
 
Requirements
 The role demands a highly skilled EA, able to navigate a broad range of priorities, yet remain calm and pragmatic under pressure, coordinating with all internal and external stakeholders effectively, whilst understanding when to push back, when challenging necessary and managing competing deadlines and constant change. The EA will be able to represent the CEO with absolute professionalism and discretion and is always his ambassador. A hyper-organised individual, the successful applicant will have exceptional spoken communication and written capabilities in English. Additionally, a second European language and / or Arabic fluency would be considered highly advantageous. Importantly, motivation, drive and energy need to be demonstrated along with strong cultural and political understanding of the region. This is a career defining role, working at highest levels, and is not a 9-5 role. It is vital that candidates are living in Abu Dhabi as this is a full-time, office-based role.
 
About the company
 Irwin & Dow was established in 2013 to provide clients with a unique and highly personalised recruitment service, providing the very top calibre of candidates across the business support and secretarial function. We provide a refreshing approach, working in close partnership with clients and candidates across diverse industry sectors; large MNCs, government & semi -government entities, SMEs, local businesses and in the start-up and UHNWI support framework. Great people equal great success: all our candidates are interviewed personally by a member of the team, and we develop longstanding and in-depth relationships with our clients, understanding their corporate culture and goals to ensure a successful outcome for both parties. Our values of discretion and diplomacy are paramount, and we are pleased to be a partner of choice for clients and candidates.

Executive Assistant to CEO

Sloan

<div>
 
 Req ID: 11850
 
 
 
 JOIN AN INDUSTRY LEADER! Quality First &amp; Green Always
 
 
 
 Sloan is the world&rsquo;s leading manufacturer of commercial plumbing systems and has been in operation since 1906. We are at the forefront of the green building movement and provide sustainable restroom solutions. We manufacture water- efficient products including flush valves, electronic faucets, soap dispensing and sink systems along with vitreous china fixtures for commercial, industrial and institutional markets worldwide.
 
 
 
 
 
 
 About the role:
 
 
 
 The Senior Executive Administrative Assistant to the Chief Financial Officer (CFO) and General Counsel (GC) provides comprehensive, high-level administrative and operational support to the Finance and Legal executive offices. This role supports all facets of the executive offices by performing a wide range of administrative, operational, and coordination duties required for the efficient day-to-day functioning of the departments. The position requires exceptional discretion, sound judgment, and the ability to manage highly confidential and time-sensitive matters independently.
 
 
 
 
 
 
 What you will do:
 
 
 <ul>
 <li>
 Provide proactive and comprehensive administrative support to the CFO and General Counsel, including maintaining complex calendars, scheduling meetings, coordinating logistics, and ensuring executives are fully prepared with required materials and information.
 </li>
 <li>
 Manage daily communications for the CFO and GC, including screening telephone calls, processing incoming correspondence, drafting and reviewing written communications, and handling sensitive inquiries with professionalism and discretion.
 </li>
 <li>
 Provide total departmental and executive office support, with a primary focus on confidentiality, security, and responsible management of sensitive company and executive information. Maintain departmental files, schedules, and records, and support office organization, maintenance, and readiness.
 </li>
 <li>
 Research, coordinate, and process complex travel arrangements for the CFO, GC, and related department leadership through the corporate travel agency. Coordinate and schedule all travel associated with the corporate jet, maintaining accurate records and ensuring compliance with internal policies. Serve as the primary liaison with the aircraft management company, chief pilot, and the Office of the President regarding scheduling, logistics, and documentation.
 </li>
 <li>
 Process and administer all executive expenses through the Concur Expense Reporting System, including auditing, tracking, and supporting timely and accurate submissions. Serve as system administrator and point of contact for executive expense-related matters.
 </li>
 <li>
 Oversee vendor coordination and service providers supporting the Finance and Legal departments, including facilities, maintenance, security, and office services, ensuring executive offices remain customer-ready at all times. Maintain related documentation and service schedules.
 </li>
 <li>
 Process and maintain all aspects of Corporate activities. Including coordination of services and payment for personal properties of the Office of the President, processing and maintaining company and personal car information (license plates, stickers, maintenance, etc).
 </li>
 <li>
 Supervise and oversee the receptionist function, ensuring professional front-office operations, appropriate coverage, and a positive first point of contact for internal and external stakeholders.
 </li>
 <li>
 Collaborate closely with other Senior Executive Assistants across the organization to ensure alignment of practices, cross-coverage support, and consistent executive service delivery.
 </li>
 <li>
 Identify opportunities to improve administrative processes, workflows, and service delivery to enhance efficiency and executive support.
 </li>
 <li>
 Perform additional duties and responsibilities as required to support executive offices and organizational needs. Work additional hours as necessary to meet business demands.
 </li>
 </ul>
 
 
 
 
 
 What you will need:
 
 
 <ul>
 <li>
 Bachelor's degree
 </li>
 <li>
 5-7+ years of experience providing high level administrative support to C-suite executives in a corporate environment.
 </li>
 <li>
 Accounting or banking experience preferred.
 </li>
 <li>
 Ability to work under pressure, meet tight deadlines, and adapt quickly to changing priorities.
 </li>
 <li>
 Ability to be available for occasional work outside of regular office hours.
 </li>
 <li>
 Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) with exceptional attention to detail and accuracy.
 </li>
 <li>
 Demonstrated ability to handle highly confidential, sensitive, and time-critical information with discretion, integrity, and professionalism
 </li>
 <li>
 Excellent written, verbal, and interpersonal communication skills with strong executive presence.
 </li>
 <li>
 Experience coordinating large-scale meetings, executive events, or board-related activities.
 </li>
 <li>
 Experience with expense management systems such as Concur.Proactive in anticipating executive needs and following up on action items with minimal direction
 </li>
 <li>
 Proven experience coordinating complex travel logistics, managing vendors, and supporting executive-level operations.
 </li>
 <li>
 Strong organizational, planning, and prioritization skills with the ability to work independently and manage competing priorities.
 </li>
 </ul>
 
 
 
 
 
 Why you&rsquo;ll love working here:
 
 
 
 
 Inclusive Culture:
 
 YOU Belong at Sloan. At Sloan, we are committed to fostering an inclusive and diverse workplace where diverse backgrounds and perspectives are embraced and celebrated. We proudly offer equal employment opportunities regardless of race, color, religion, sex, sexual orientation, gender identity and expression, national origin, disability, age, genetic information, marital status, political affiliation, veteran status, or any other characteristic protected by law.
 
 
 
 Growth Opportunities
 
 : We invest in our employees&rsquo; professional development with ongoing training and career advancement opportunities.
 
 
 
 Innovative Projects
 
 : Be part of exciting projects that push the boundaries of technology and have make a real difference in the world.
 
 
 
 Compensation:
 
 
 
 
 The compensation range for this U.S.-based position is $85,950 to $95,500 annually.
 
 
 
 This position is eligible to participate in the company incentive plan. The terms and conditions of the company incentive plan will be provided to plan participants on an annual basis.
 
 
 Our compensation range reflects our good faith estimate of what an ideal candidate can expect, but final agreed upon compensation will always be based on the individual candidate&rsquo;s experience, skills, qualifications, and other job-related or market factors that may prove relevant during the hiring process.
 
 
 
 Benefits:
 
 
 <ul>
 <li>
 Comprehensive Health Coverage: Medical (including prescription coverage), Dental, and Vision Insurance, effective the first of the month following your hire date.
 </li>
 <li>
 Health Savings Account (HSA): With company contributions for most medical plan options.
 </li>
 <li>
 Financial Security: Basic Life, Basic Accidental Death and Dismemberment, Short-term Disability, Long-term Disability, and Accident Insurance.
 </li>
 <li>
 Additional Protection: Optional Life, Critical Illness, Hospital Indemnity, Legal, Pet Insurance, and Identity Theft Protection.
 </li>
 <li>
 Convenient Commuter Benefits: Save on your daily commute.
 </li>
 <li>
 Flexible Spending Accounts: Dependent Care FSA to help manage your expenses.
 </li>
 <li>
 Wellness Support: Employee Assistance Plan and Wellness Programs to keep you healthy and happy.
 </li>
 <li>
 Retirement Savings: 401(k) Retirement Savings Plan with a company match and immediate vesting.
 </li>
 <li>
 Generous Time Off: Paid Holidays, Volunteer Time Off, Paid Time Off, Sick Leave, Military Leave, Parental Leave, Bereavement Leave, and other paid or unpaid state/local leaves where required.
 </li>
 <li>
 Work-Life Balance: Hybrid Work Program to support your flexibility.
 </li>
 <li>
 Employee Referral Program: Earn rewards for referring great talent.
 </li>
 <li>
 Professional Development: Tuition Reimbursement Program to help you grow your skills.
 </li>
 <li>
 Community and Networking: Join our Employee Business Groups and connect with colleagues.
 </li>
 </ul>
 
 We Are Proud Partners With the Chicago Cubs
 
 
 We are a Legacy Partner of the Chicago Cubs and we are proud to be the organization&rsquo;s official water efficiency partner! Through this relationship, which includes the naming rights to Sloan Park, the Cubs&rsquo; Spring Training facility in Mesa, Arizona, we have had the opportunity to promote our brand and continue our water conservation efforts in the city of Chicago and around the world.
 
 
 
 
 JOIN AN INDUSTRY LEADER!
 
 
 
 
 
 For additional company information please visit our website at www.sloan.com.
 
 
 
 
 We Are An Equal Opportunity Employer.
 
 
</div>

Sr Executive Administrative Assistant

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