executive coordinator

Kerten Hospitality

<div>Executive Assistant
ABOUT KERTEN HOSPITALITY
Kerten Hospitality (KH) is an end-to-end lifestyle hospitality operator creating bespoke destinations, lodging, experiences and communities while optimising operations and driving profitability for savvy investors with a strong commitment to sustainability. KH transforms destinations through impactful partnerships with Lodging, Food &amp; Beverage, Retail, Entertainment, Art and Wellness brands with a focus on building Ecosystems, and unique community-centric destinations, which connect International &amp; local travellers. The Group&rsquo;s current pipeline of lodging includes projects in numerous countries in the Middle East, Europe, and North Africa region. An expanding development pipeline of more than 55 lodging projects representing over 4,500 keys planned across our international development pipeline.
Our Impact Every destination we develop and every concept we bring to life is driven by purpose and rooted in ESG, locality, sustainability, innovation, meaningful collaborations, that nurture ecosystems supporting community growth, guided by our values of Connection, Curation, Innovation, and Leading the Way.
ABOUT THE ROLE
KEY RESPONSIBILITIES<ul><li>
Manage complex and high-volume travel arrangements for senior executives, ensuring seamless, cost-efficient, and well-coordinated itineraries.</li><li>
Oversee and optimise calendar management for C-level executives, ensuring effective prioritisation, time allocation, and alignment with business objectives.</li><li>
Coordinate executive onboarding processes, including documentation, logistics, and structured induction planning.</li><li>
Prepare, review, and coordinate Board Packs, ensuring accuracy, quality, and timely submission of materials for executive and board-level meetings.</li><li>
Act as a key point of coordination for administrative systems and internal platforms, ensuring efficiency, compliance, and smooth day-to-day operations.</li><li>
Lead the organisation of recurring executive and company-wide meetings, including scheduling, agenda preparation, documentation, and follow-up on key action items.</li><li>
Prepare and submit periodic travel and expense reports, supporting accurate cost tracking and financial oversight.</li><li>
Draft, manage, and distribute professional meeting minutes, ensuring clear documentation of decisions and accountability on action points.</li><li>
Continuously develop and enhance templates, trackers, and workflows related to executive support, reporting, and administrative processes to improve efficiency.</li><li>
Maintain the highest level of confidentiality, discretion, and professionalism when handling sensitive executive and company information.</li><li>
Support team coordination and contribute to process improvements, sharing best practices and driving operational excellence.</li></ul>
EXPERIENCE &amp; SKILLS<ul><li>
5+ years as an Executive Assistant or similar administrative support role.</li><li>
Experience handling sensitive information and supporting C-level leadership.</li><li>
Proficient in Microsoft Office Suite.</li><li>
Strong written and verbal communication in English.</li><li>
Exceptional time-management, discretion, and organization skills.</li></ul>
JOINING OUR TEAM MEANS<ul><li>
Competitive Compensation: A rewarding package tailored to your experience.</li><li>
Career Growth: Opportunities for advancement within our dynamic organisation.</li><li>
Inclusive Environment: A vibrant and inclusive workplace that encourages collaboration.</li><li>
Shared Purpose: Working with passionate people who live our values every day &mdash; connecting, innovating, curating, and leading the way together.</li></ul>
Apply CRAFT YOUR CAREER. - Kerten Hospitality</div>

Executive Assistant

Trivium Group

<div>
 
 
 Life Manager / Executive Operations Partner to Founder
 
 
 
 
 Company: Giga Brands
 
 Founder: Hunter Harris
 
 Location: Primarily Dubai (hybrid, in-person expected)
 
 Travel: Frequent international travel (e.g., Lebanon, India and other locations)
 
 Employment Type: Full-time (contract)
 
 Compensation: $60,000-$70,000 + PTO + relocation support + long-term phantom equity potential
 
 
 About the Company
 
 
 
 
 Giga Brands is a fast-scaling, AI-forward company supporting modern digital businesses and brands. The team operates in a high-performance, execution-driven environment with approximately 25 team members globally.
 
 
 This role directly supports the founder and sits at the center of executive operations, logistics, and day-to-day execution.
 
 
 The Role
 
 
 
 
 We are hiring a highly proactive Life Manager / Executive Operations Partner to take full ownership of the founder's day-to-day operational life.
 
 
 This is not a traditional administrative EA role. This position is designed for someone who operates independently, anticipates needs before they arise, and ensures everything &mdash; from calendar to logistics to execution &mdash; is fully dialed in.
 
 
 Success means the founder is fully focused on scaling the company while operational and executive tasks run seamlessly in the background.
 
 
 Key Responsibilities
 
 
 
 
 Executive &amp; Calendar Ownership
 
 
 
 <ul>
 <li>
 Own and optimize the founder's calendar and priorities
 </li>
 <li>
 Anticipate needs and prepare proactively
 </li>
 <li>
 Ensure all meetings, logistics, and preparation are handled
 </li>
 <li>
 Manage communications and follow-through
 </li>
 </ul>
 
 Operational &amp; Project Support
 
 
 
 <ul>
 <li>
 Track projects and deliverables across teams (light project management)
 </li>
 <li>
 Pull performance metrics and support operational visibility
 </li>
 <li>
 Coordinate across internal stakeholders and contractors
 </li>
 <li>
 Execute quickly on priorities communicated throughout the day
 </li>
 </ul>
 
 Travel &amp; Logistics
 
 
 
 <ul>
 <li>
 Plan and manage international travel end-to-end
 </li>
 <li>
 Coordinate flights, accommodations, and schedules
 </li>
 <li>
 Support in-person logistics across locations
 </li>
 <li>
 Flexibility to travel with or support the founder as needed
 </li>
 </ul>
 
 Administrative &amp; Execution Support
 
 
 
 <ul>
 <li>
 Manage expenses, documentation, and bookings
 </li>
 <li>
 Coordinate vendors and operational needs
 </li>
 <li>
 Maintain systems, organization, and structure
 </li>
 <li>
 Ensure nothing falls through the cracks
 </li>
 </ul>
 
 AI-Enabled Productivity
 
 
 
 <ul>
 <li>
 Leverage AI tools to improve efficiency, workflows, and execution
 </li>
 <li>
 Help implement systems that scale founder productivity
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 
 
 Ideal Candidate Profile
 
 
 
 
 Experience
 
 
 
 <ul>
 <li>
 4-6+ years supporting a founder, executive, or leadership team
 </li>
 <li>
 Experience in fast-paced startup, agency, or high-growth environments
 </li>
 <li>
 Proven ability to operate independently with minimal direction
 </li>
 </ul>
 
 Core Traits
 
 
 
 <ul>
 <li>
 Highly independent and proactive
 </li>
 <li>
 Execution-focused and fast-moving
 </li>
 <li>
 Detail-oriented and organized
 </li>
 <li>
 Direct communicator who values efficiency over small talk
 </li>
 <li>
 High ownership mindset
 </li>
 <li>
 Adaptable to changing priorities
 </li>
 </ul>
 
 Skills
 
 
 
 <ul>
 <li>
 Advanced calendar and logistics management
 </li>
 <li>
 Strong operational coordination and follow-through
 </li>
 <li>
 Ability to manage high volumes of tasks and priorities
 </li>
 <li>
 Comfortable working with performance metrics and dashboards
 </li>
 </ul>
 
 Tools &amp; Tech
 
 
 
 <ul>
 <li>
 Google Workspace
 </li>
 <li>
 Slack
 </li>
 <li>
 Standard agency/startup tools
 </li>
 <li>
 Comfort using AI tools for productivity and operations
 </li>
 </ul>
 
 Work Style &amp; Expectations
 
 
 
 <ul>
 <li>
 Hybrid role based primarily in Dubai
 </li>
 <li>
 3-6 days/week in-person depending on schedule and priorities
 </li>
 <li>
 Flexible hours aligned with founder workflow
 </li>
 <li>
 Fast-paced, high-output environment
 </li>
 <li>
 Requires autonomy and decisiveness
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 
 
 Compensation &amp; Benefits
 
 
 
 <ul>
 <li>
 Salary: $60K-$70K
 </li>
 <li>
 Phantom equity potential for long-term contribution
 </li>
 <li>
 Paid travel
 </li>
 <li>
 PTO
 </li>
 <li>
 Relocation support
 </li>
 <li>
 High-growth exposure working directly with founder
 </li>
 </ul>
</div>

Personal Assistant

Time Express Parcels

Sector: Courier, Freight &amp; LogisticsRole OverviewWe are seeking a proactive, highly organized, and professional Personal Assistant to provide top-tier support to our CEO. In the fast-paced courier and freight industry, you will act as a critical gatekeeper and facilitator, managing complex logistics, executive communications, and the CEO&rsquo;s professional and personal agenda to optimize their efficiency.Key Responsibilities&middot; Executive Coordination: Manage the CEO's complex calendar, including scheduling high-priority meetings, appointments, and reminders.&middot; Logistics &amp; Travel: Organize international and domestic travel logistics, including flights, visas, multi-city itineraries, and ground transportation.&middot; Freight Industry Support: Assist with the preparation and review of logistics-specific documentation such as shipping instructions, export documents, and certificates of origin.&middot; Communication Management: Serve as the primary liaison between the CEO and internal departments, global partners, and key stakeholders.&middot; Meeting Support: Attend board and leadership meetings to record minutes, prepare briefing notes, and track follow-up action items.&middot; Personal Assistance: Handle personal errands, family logistics, and property-related tasks to ensure the CEO remains focused on strategic growth.&middot; Information Management: Manage sensitive business data and confidential correspondence with the highest level of integrity.Required Qualifications &amp; Skills&middot; Experience: Minimum 3&ndash;5 years of experience as a Personal or Executive Assistant to C-level leadership.&middot; Industry Knowledge: Previous experience in freight forwarding, courier services, or logistics is highly preferred.&middot; Communication: Exceptional verbal and written English skills; bilingual proficiency (e.g., Arabic, Chinese, or Russian) may be an advantage depending on the region.&middot; Tech Savviness: Proficiency in MS Office Suite (Excel, PowerPoint, Outlook) and task management software.&middot; Attributes: Calm under pressure, proactive problem-solver, and able to maintain absolute discretion.&middot; Mobility: A valid driving license is mandatory for handling local logistics and errands.Benefits&middot; Competitive salary commensurate with experience.&middot; Opportunities for international travel and professional growth.&middot; Comprehensive health insurance and annual performance bonuses.How to ApplyInterested candidates should submit their CV and a brief cover letter detailing their experience in the logistics sector to cv@timexpress.aeWork Location: In person

Executive Assistant to CEO

Richemont

<div>
 
 Key Responsibilities
 
 
 
 
 Executive Operations &amp; Scheduling
 
 
 
 <ul>
 <li>
 Manage and optimize the CFO&rsquo;s calendar, ensuring effective prioritization and coordination with Maisons, regional teams, and HQ in Geneva.
 </li>
 <li>
 Plan and coordinate all business travel, including itineraries, logistics, and stakeholder alignment.
 </li>
 <li>
 Organize MEIAT visits for HQ and Maison leadership, ensuring a professional and seamless guest experience (agendas, meetings, transportation, coordination with HQ EAs).
 </li>
 <li>
 Schedule and coordinate all major regional governance and leadership forums, including:
 </li>
 <ul>
 <li>
 MEIA Board Meetings (2x annually)
 </li>
 <li>
 MEIA BU Meeting (1x annually)
 </li>
 <li>
 Regional Townhalls (2x annually)
 </li>
 <li>
 Market Business Reviews
 </li>
 <li>
 Monthly direct report meetings
 </li>
 <li>
 Finance Townhalls (2x annually)
 </li>
 <li>
 Top 30 Quarterly Meetings
 </li>
 <li>
 Annual conferences and strategic offsites
 </li>
 </ul>
 <li>
 Maintain and proactively update the annual Finance calendar of key deliverables, milestones, and events.
 
 </li>
 </ul>
 
 Strategic Business support
 
 
 
 <ul>
 <li>
 Prepare reports, briefing notes, and written or verbal correspondence on behalf of the CFO.
 </li>
 <li>
 Draft and refine PowerPoint presentations in collaboration with relevant departments (e.g., Board, BU, and strategic reviews).
 </li>
 <li>
 Produce meeting minutes and follow‑up actions where required.
 </li>
 <li>
 Develop templates, documents, and materials to support CFO initiatives.
 </li>
 <li>
 Serve as custodian of corporate documents, ensuring proper filing, version control, and confidentiality.
 </li>
 <li>
 Manage sensitive and confidential information with absolute discretion.
 </li>
 <li>
 Coordinate couriers, mail, and document flow as needed.
 </li>
 <li>
 Oversee the department&rsquo;s T&amp;E budget and UAE Finance budget, ensuring alignment with Finance and Procurement guidelines.
 </li>
 <li>
 Submit the CFO&rsquo;s expense reports in a timely manner and validate compliance of direct reports&rsquo; expenses in Concur.
 
 
 </li>
 </ul>
 
 Office &amp; employee coordination
 
 
 
 <ul>
 <li>
 Act as a communication bridge between the CFO and direct reports, regional Finance teams, Maisons, and HQ stakeholders.
 </li>
 <li>
 Prepare internal communications, memos, and announcements on behalf of the CFO.
 </li>
 <li>
 Maintain and update the Finance organizational chart proactively.
 </li>
 <li>
 Support the organization of team meetings, workshops, and team‑building activities.
 </li>
 <li>
 Ensure smooth coordination across the Finance community, fostering collaboration and alignment.
 
 
 </li>
 </ul>
 
 Internal Communication &amp; Stakeholder Management
 
 
 
 <ul>
 <li>
 Serve as a key point of contact for directors, assistants, and cross‑functional teams at regional and international levels.
 </li>
 <li>
 Facilitate information flow between the CFO, regional markets, Maisons, and HQ.
 </li>
 <li>
 Support the planning and logistics of Finance talent programs, including the Finance Accelerator.
 
 
 </li>
 </ul>
 Promote collaboration and cohesion across the regional Finance network
 
 
 
 Project management
 
 
 
 <ul>
 <li>
 Lead and coordinate special projects and regional initiatives at the direction of the CFO.
 </li>
 <li>
 Support the planning and execution of regional events, corporate programs, and cross‑functional projects.
 </li>
 <li>
 Ensure timely follow‑up, stakeholder alignment, and high‑quality delivery of assigned initiatives.
 
 
 </li>
 </ul>
 
 JOB PROFILE
 
 
 
 
 Education
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree required.
 
 
 </li>
 </ul>
 
 Experience
 
 
 
 <ul>
 <li>
 8&ndash;10 years of experience as an Executive Assistant supporting senior leadership, ideally in a multinational or complex organizational environment.
 
 
 </li>
 </ul>
 
 Technical Skills
 
 
 
 <ul>
 <li>
 Fluent in English; French is an advantage.
 </li>
 <li>
 Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word).
 </li>
 <li>
 Strong understanding of AI platforms and ability to effectively prompt and leverage AI tools for productivity, communication, and workflow optimization.
 
 
 </li>
 </ul>
 
 Personal Competencies
 
 
 
 <ul>
 <li>
 Exemplary professionalism, integrity, and discretion.
 </li>
 <li>
 Highly organized, adaptable, and able to manage multiple priorities in a fast‑paced environment.
 </li>
 <li>
 Strong communication skills and executive presence.
 </li>
 <li>
 Ability to anticipate needs, solve problems proactively, and manage ambiguity.
 </li>
 <li>
 Strong team spirit and ability to build trusted relationships across all levels.
 
 
 </li>
 </ul>
 Comfortable navigating last‑minute changes and high‑pressure situations with composure.
</div>

Executive Assistant to CFO

Rochester Institute of Technology, Dubai (RIT Dubai)

<div>
 
 Job Purpose
 
 
 This critical role is responsible for driving the strategic effectiveness and influence of the President&rsquo;s office, serving as a key liaison between the President, senior leadership, internal and external stakeholders, and the university community.
 
 
 Main Duties and Responsibilities:
 
 
 
 
 <ul>
 <li>
 Directly manage the President&rsquo;s complex daily, weekly, and annual commitments, serving as the chief liaison to ensure the President's time is strategically aligned with institutional priorities and high-impact activities. This includes comprehensive management of meetings, key appointments, travel, and events.
 </li>
 <li>
 Initiate, coordinate, and drive critical outreach projects and initiatives as assigned by the President, ensuring timely execution and successful outcomes that advance institutional goals.
 </li>
 <li>
 Oversee and control all incoming and outgoing executive communications and tasks &ndash; internally and externally. Draft, refine, and authenticate high-level internal and external reports, presentations, and correspondence on behalf of the President, ensuring messaging is strategic, accurate, and reflects institutional posture and confidentiality standards.
 </li>
 <li>
 Implement and maintain a comprehensive, confidential electronic and physical filing and records management system for the Office of the President.
 </li>
 <li>
 Manage the operational budget for the President's Office, including processing invoices, expense reports, and monitoring expenditures.
 </li>
 <li>
 Act as the primary point of contact and gatekeeper for the President's Office, effectively filtering and prioritizing requests, inquiries, and visitors, and directing them to the appropriate senior staff or department.
 </li>
 <li>
 Attend key executive and strategic meetings to synthesize discussion points, document crucial decisions, and rigorously track and ensure follow-through on all assigned action items by relevant parties.
 </li>
 <li>
 &nbsp;Lead the planning and seamless execution of high-profile presidential events, including receptions, formal dinners, and major community and campus engagements.
 </li>
 <li>
 &nbsp;Coordinate and organize logistical and operational alignment for internal meetings and collaborations involving global campuses and diverse high-level stakeholders.
 </li>
 <li>
 Ensure compliance with all relevant (internal and external) regulations including QHSE requirements using RIT policies and procedures as appropriate.
 </li>
 <li>
 Perform other tasks and duties as assigned / needed in order to meet the requirements of the role and the goals of the Institute.
 </li>
 <li>
 Serve on academic and administrative committees as assigned by the President.
 </li>
 </ul>
 
 
 
 
 
 Required Minimum Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree from a reputed university.
 </li>
 <li>
 Minimum of five years of relevant experience
 </li>
 <li>
 Advanced written and verbal communication skills in English
 </li>
 <li>
 Previous experience in higher education is preferred
 </li>
 </ul>
 
 
 
 
 
 APPLICATION PROCEDURE:
 
 
 
 
 Please email your application to
 
 careersdubai@rit.edu and include the following items in your application:
 
 <ul>
 <li>
 Subject line must include the source, your name and position you are applying for;
 </li>
 <li>
 (Name &ndash; Office Manager)
 </li>
 <li>
 Cover letter detailing your technical/professional, teaching, and scholarship qualifications and achievements
 </li>
 <li>
 Resume or curriculum vitae
 </li>
 <li>
 Contact information
 </li>
 </ul>
 
 
 
 
 Applications review will begin immediately and continue until a candidate is selected. Only shortlisted candidates will be contacted. For more information please visit RIT Dubai website at www.dubai.rit.edu.&nbsp;
 
</div>

Office Manager

Flow

<div>
 
 About The Company
 
 
 
 At Flow, we&rsquo;re reimagining what it means to live, work, and connect. More than just a real estate company, Flow is a brand, a technology platform, and an operations ecosystem spanning condominiums, hotels, multifamily residences, and office spaces. We&rsquo;re building a new kind of living experience: one that&rsquo;s flexible, connected, and designed to create genuine community and real value for the people who call Flow home.
 
 
 Our mission is oneness: prioritizing our residents and their experiences, and fostering connection with ourselves, their neighbors, and the natural world. By putting people at the center of everything we do, we&rsquo;re creating vibrant, human-centered communities where life, work, creativity, and play all come together in one place.
 
 
 
 About The Role
 
 
 
 We are seeking an Executive Assistant to support the UAE CEO. This is a high-trust, high-exposure role at the center of the business. You will work directly with the CEO to manage priorities, optimize time, and ensure consistent execution across a wide range of activities. This is not a traditional administrative role. You will act as an extension of the CEO, helping drive organization, follow-through, and operational efficiency across the business. The role requires exceptional organization, discretion, and the ability to operate with speed, precision, and sound judgment.
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Calendar management and prioritization across internal and external commitments.
 </li>
 <li>
 Act as a gatekeeper, filtering and prioritizing inbound requests and communications.
 </li>
 <li>
 Coordinate meetings, including preparation of materials, agendas, and follow-ups.
 </li>
 <li>
 Track key priorities and ensure timely execution and follow-through across teams.
 </li>
 <li>
 Support the CEO in managing day-to-day workflow and decision-making cadence.
 </li>
 <li>
 Coordinate internal and external stakeholders to ensure alignment and responsiveness.
 </li>
 <li>
 Prepare presentations, notes, and internal communications as required.
 </li>
 <li>
 Manage travel, logistics, and scheduling with a high level of efficiency.
 </li>
 <li>
 Handle confidential and sensitive information with absolute discretion.
 </li>
 <li>
 Support broader operational and administrative needs where required.
 
 
 </li>
 </ul>
 Background &amp; Experience
 
 
 <ul>
 <li>
 4-8+ years of experience in an Executive Assistant or similar role.
 </li>
 <li>
 Experience supporting senior executives in fast-paced, high-performance environments.
 </li>
 <li>
 Strong organizational and time management skills.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 High level of discretion and professionalism.
 </li>
 <li>
 Ability to manage multiple priorities simultaneously.
 </li>
 <li>
 Proficiency with standard business tools (Microsoft Office, Google Workspace, etc.).
 
 
 </li>
 </ul>
 What We Are Looking For
 
 
 <ul>
 <li>
 High ownership and accountability.
 </li>
 <li>
 Highly organized, detail-oriented, and reliable.
 </li>
 <li>
 Proactive, with strong follow-through.
 </li>
 <li>
 Calm under pressure and able to operate at pace.
 </li>
 <li>
 Strong judgment and ability to prioritize effectively.
 </li>
 <li>
 Discreet and trustworthy.
 </li>
 <li>
 Low ego, highly collaborative.
 </li>
 <li>
 Comfortable acting as an extension of the CEO.
 
 
 </li>
 </ul>
 
 Why Join Flow?
 
 
 
 
 Exciting growth opportunity:
 
 Be part of a fast-growing company shaping the future of residential living in the Middle East.
 
 
 
 Competitive Compensation &amp; Benefits.
 
 
 
 
 A chance to make an impact:
 
 Help build a vibrant international community and redefine what it means to call Flow home.
 
 
 If you have the energy, talent, and work ethic to thrive in this role, we want to hear from you! Apply now and be part of Flow&rsquo;s success story!
</div>

EXECUTIVE ASSISTANT - DUBAI

Al Rostamani Group

<div>
 
 
 We&rsquo;re Hiring &ndash; Full-Time &amp; Part-Time Opportunities (UAEN)
 
 for Auto Division
 
 
 
 
 
 We are looking for motivated and reliable candidates to join our team across multiple functions:
 
 
 
 
 
 
 To know more about us, click below:
 
 
 
 https://alrostamanigroup.ae/en/businesses/
 
 
 
 
 
 
 Open Positions:
 
 
 
 
 Part-Time:
 
 Sales Executive | Admin/Commercial Assistant | Cashier | Sales Support Officer
 
 
 
 Full-Time:
 
 Customer Care Coordinator | Accountant
 
 
 Available Location - Dubai, Sharjah, RAK , Abu Dhabi
 
 
 
 
 
 
 Job Summary:
 
 
 
 Support daily business operations, sales activities, and customer interactions. Responsibilities include assisting clients, handling transactions, coordinating administrative tasks, maintaining records, and contributing to overall business growth. Ideal candidates are proactive, detail-oriented, and customer-focused with strong communication and organizational skills.
 
 
 
 
 
 
 Requirements:
 
 
 <ul>
 <li>
 Previous experience in a similar role is preferred
 </li>
 <li>
 Strong communication and interpersonal skills (English &amp; Arabic)
 </li>
 <li>
 Basic computer proficiency (MS Office)
 </li>
 <li>
 Ability to multitask and work independently
 </li>
 <li>
 Must be available to work on-site in the UAE
 </li>
 <li>
 High School Diploma or bachelor&rsquo;s degree
 </li>
 </ul>
 
 
</div>

UAEN - AUTOMOTIVE

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