executive coordinator

Ayat Group

<div>
 
 Ayat Development is looking for a highly organized, proactive, and dynamic Executive Office Coordinator to join our growing team. The ideal candidate will play a key role in supporting executive management and coordinating between consultants, contractors, authorities, and internal departments to ensure smooth day-to-day operations across the company.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Coordinate effectively with consultants, contractors, government authorities, and internal departments to ensure smooth workflow and timely execution of tasks.
 </li>
 <li>
 Assist executive management in daily administrative and operational activities.
 </li>
 <li>
 Prepare, draft, review, and manage professional letters, official correspondences, reports, and emails in both Arabic and English.
 </li>
 <li>
 Attend meetings with management, consultants, contractors, and authorities, while maintaining professional representation of the company.
 </li>
 <li>
 Prepare accurate and well-structured Minutes of Meetings (MOM) with strong attention to detail and timely distribution.
 </li>
 <li>
 Follow up on action items, pending approvals, submissions, permits, and coordination matters with all stakeholders.
 </li>
 <li>
 Maintain organized records of correspondence, project documents, meeting records, engineering drawings, and company files.
 </li>
 <li>
 Coordinate appointments, schedules, meetings, and executive calendars efficiently.
 </li>
 <li>
 Support management in handling confidential and sensitive information professionally.
 </li>
 <li>
 Ensure proper communication flow between departments and external parties.
 </li>
 <li>
 Monitor ongoing coordination tasks and ensure deadlines are achieved.
 </li>
 <li>
 Assist in preparing presentations, reports, company profiles, and executive documentation for meetings, authorities, and business presentations.
 </li>
 <li>
 Arrange and prepare professional presentations using all required computer applications and presentation tools with high-quality standards.
 </li>
 <li>
 Coordinate documentation and communication related to engineering drawings, technical submissions, consultant comments, and contractor correspondence.
 </li>
 <li>
 Review and organize engineering drawings and technical documents for tracking, filing, coordination, and communication purposes.
 </li>
 <li>
 Handle multiple priorities simultaneously while maintaining high accuracy and professionalism.
 </li>
 <li>
 Provide administrative and coordination support for development projects and company operations.
 </li>
 <li>
 Maintain strong attendance, punctuality, professionalism, and responsiveness in all company matters.
 </li>
 <li>
 Work effectively under pressure and within fast-paced project environments.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business Administration, Management, Engineering Administration, or related field is preferred.
 </li>
 <li>
 Excellent verbal and written communication skills in both Arabic and English.
 </li>
 <li>
 Strong organizational and multitasking abilities.
 </li>
 <li>
 Excellent interpersonal and coordination skills.
 </li>
 <li>
 High proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and presentation software.
 </li>
 <li>
 Strong ability to prepare professional letters, reports, presentations, and meeting documentation.
 </li>
 <li>
 High skill in arranging professional presentations, formatting reports, and preparing executive materials.
 </li>
 <li>
 Familiarity with engineering drawings, technical documentation, and construction-related correspondence.
 </li>
 <li>
 Ability to communicate effectively with consultants and contractors regarding technical documentation and project coordination matters.
 </li>
 <li>
 Ability to handle confidential information with professionalism and integrity.
 </li>
 <li>
 Strong problem-solving skills and ability to work independently
 </li>
 <li>
 Presentable personality with professional communication and meeting etiquette.
 </li>
 <li>
 Fast typing and note-taking skills are highly preferred
 </li>
 </ul>
 
 
 
 
 
 Requirements:
 
 
 <ul>
 <li>
 Experience: Minimum 5 years of experience in the real estate development field in Dubai.
 </li>
 <li>
 Previous experience working with consultants, contractors, and government authorities in the UAE is mandatory.
 </li>
 <li>
 Fluent in Arabic and English (reading, writing, and speaking) is a must.
 </li>
 <li>
 Strong experience in coordination, executive support, and administrative management.
 </li>
 <li>
 Ability to work under pressure and manage multiple tasks efficiently.
 </li>
 <li>
 Active, dynamic, punctual, and highly committed personality.
 </li>
 </ul>
 
 
 
 
 
 What We Offer:
 
 
 
 Career growth opportunities in a fast-growing company.
 
 
 A professional and supportive work environment.
 
 
 Opportunity to work on high-profile real estate development projects.
 
</div>

Office Executive Coordinator

Marsh McLennan

<div><h2 class="jobSectionHeader">Company:</h2>
<h2 class="jobSectionHeader">Description:</h2>
Our not-so-secret sauce.
Award-winning, inclusive, Top Workplace culture doesn&rsquo;t happen overnight. It&rsquo;s a result of hard work by extraordinary people. The industry&rsquo;s brightest talent drive our efforts to deliver purposeful work and meaningful impact every day. Learn more about what makes us different and how you can make your mark as an Executive Administrative Coordinator at MMA.
Marsh McLennan Agency (MMA) provides business insurance, employee health &amp; benefits, retirement, and private client insurance solutions to organizations and individuals seeking limitless possibilities. With offices across North America, we combine the personalized service model of a local consultant with the global resources of the world&rsquo;s leading professional services firm, Marsh (NYSE: MRSH).
A day in the life.
As an Executive Administrative Coordinator, you will provide essential support to key leaders within our corporate group, primarily assisting the Chief Revenue Officer, Chief Information &amp; Digital Officer, and Chief Marketing Officer. Your responsibilities will include managing calendars, coordinating travel arrangements, handling expense submissions and tracking, and managing daily business tasks. Additionally, you will collaborate on various projects and initiatives. You will organize meetings of all sizes and prepare the necessary materials for these sessions. This role requires availability to work Pacific Standard Time hours. You will also offer backup support to other executive administrative staff and teams as needed.
Our future colleague.
We&rsquo;d love to meet you if your professional track record includes these skills:
<ul><li>5+ years of executive assistant experience
</li><li>Excellent time management and organizational skills
</li><li>Strong communication skills both written and verbal
</li><li>Advanced knowledge of Outlook, Excel, and PowerPoint
</li><li>Experience with building management and vendors to ensure the office environment is safe, functional, and well-maintained.
</li><li>Exposure supporting various departments as needed, such as assisting with project coordination and administrative tasks
</li><li>Legal work authorization to work in the U.S. on a permanent and ongoing basis without the need for sponsorship now or in the future
</li></ul>These additional qualifications are a plus, but not required to apply:
<ul><li>Insurance industry experience
</li><li>West coast based
</li></ul>We know there are excellent candidates who might not check all of these boxes. Don&rsquo;t be shy. If you&rsquo;re close, we&rsquo;d be very interested in meeting you.
Valuable benefits.
We value and respect the impact our colleagues make every day both inside and outside of work. Our culture promotes colleague well-being through robust benefits programs and resources, professional and personal development opportunities, and fulfillment through meaningful work.
Some benefits included in this role are:
<ul><li>Generous time off, including personal and volunteering
</li><li>Tuition reimbursement and professional development opportunities
</li><li>Remote work
</li><li>Charitable contribution match programs
</li><li>Stock purchase opportunities
</li></ul>To learn more about a career at MMA, check us out our website or flip through recruiting brochure .
Follow us on social media to meet our colleagues and see what makes us tick:
<ul><li>Instagram
</li><li>Facebook
</li><li>X
</li><li>LinkedIn
</li></ul>Who you are is who we are.
We embrace a culture that celebrates and promotes the many backgrounds, heritages and perspectives of our colleagues and clients. We are always seeking those with ethics, talent, and ambition who are interested in joining our client-focused teams.
Marsh McLennan and its affiliates are EOE Minority/Female/Disability/Vet/Sexual Orientation/Gender Identity employers.
<h3 class="jobSectionHeader">The applicable base salary range for this role is $52,600 to $98,000.
</h3><h3 class="jobSectionHeader">The base pay offered will be determined on factors such as experience, skills, training, location, certifications, education, and any applicable minimum wage requirements. Decisions will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.
We are excited to offer a competitive total rewards package which includes health and welfare benefits, tuition assistance, 401K savings and other retirement programs as well as employee assistance programs.
Applications will be accepted until:
July 7, 2026</h3></div>

Executive Administrative Coordinator

SHARJAH CONTRACTING

Position: Executive Project Coordinator (Arab National)Industry: Construction / EngineeringLocation: to be Assigned in Head Office - SharjahWe are currently looking for a highly experienced and organized Executive Project Coordinator to join our Construction Team.Job DescriptionThe Executive Project Coordinator will be responsible for coordinating construction projects, monitoring project progress, supporting project management operations, and ensuring timely completion of project requirements. The ideal candidate must have strong technical knowledge, excellent coordination skills, and extensive experience in the construction industry.Key Responsibilities<ul><li>Coordinate and monitor ongoing construction projects and site activities</li><li>Prepare project reports, schedules, documentation, and correspondence</li><li>Assist project managers in planning, execution, and project follow-ups</li><li>Maintain project records, technical documents, and drawing updates</li><li>Coordinate with consultants, contractors, suppliers, and site teams</li><li>Review project timelines and monitor work progress using Primavera</li><li>Prepare presentations, spreadsheets, and reports using Microsoft Office applications</li><li>Ensure proper communication between departments and project stakeholders</li><li>Assist in technical drawing review and project documentation using AutoCAD and Revit</li><li>Monitor project compliance with company standards and project requirements</li></ul>Requirements<ul><li>Bachelor&rsquo;s Degree in Civil Engineering</li><li>Minimum 8-10 years of experience in the Construction Industry</li><li>Strong knowledge in:</li><li>Microsoft Office Applications</li><li>Primavera</li><li>AutoCAD</li><li>Revit</li><li>Excellent project coordination and documentation skills</li><li>Strong communication and organizational abilities</li><li>Ability to work under pressure and handle multiple projects</li><li>Professional and leadership-oriented personality</li></ul>Preferred Qualifications<ul><li>Experience in high-rise building, commercial, or infrastructure projects</li><li>Ability to join immediately is preferred</li></ul>Salary &amp; Benefits<ul><li>Final Salary to be discussed during the interview</li><li>Other benefits as per UAE Labour Law</li></ul>How to ApplyInterested applicants may send their updated CV with the subject: &ldquo;Executive Project Coordinator Application&rdquo;Pay: Up to AED15,000.00 per monthApplication Question(s):<ul><li>How many years of Working Experiences do you have?_</li></ul>What is your Salary Expectation?__Education:<ul><li>Bachelor's (Required)</li></ul>Experience:<ul><li>as Executive Project Coordinator in Construction: 10 years (Required)</li></ul>Willingness to travel:<ul><li>100% (Required)</li></ul>Work Location: In person

EXECUTIVE PROJECT COORDINATOR (ARAB)

Smartish

<div>
 
 The Executive Assistant serves as a
 
 tech-savvy
 
 force-multiplying right hand to the President and Leadership Team along side the CEOish while ensuring the day-to-day operational engine (office, admin, and internal coordination) runs smoothly.
 
 
 
 
 
 This role blends high-level executive support, operational execution, and special projects ownership; protecting leadership focus while driving alignment, organization, and momentum across the company. It reinforces Smartish culture through daily interactions and environment by delivering on Smartish core values in tangible, action-forward ways.
 
 
 
 
 
 
 Reports to:
 
 President
 
 
 
 Supports:
 
 President, CEOish, Leadership Team
 
 
 
 Location:
 
 Austin, TX (In-office; HQ-based with occasional warehouse travel ~10 minutes away)
 
 
 
 Type:
 
 Full-Time, M-F, salaried
 
 
 
 
 
 
 Core Accountabilities
 
 
 <ul>
 <li>
 Communication, Strategic Support &amp; Follow-Through
 </li>
 <li>
 Office Operations &amp; Administrative Management
 </li>
 <li>
 Systems, Tools &amp; Process Optimization
 </li>
 <li>
 Employee Culture &amp; Guest Experience
 </li>
 <li>
 Confidential &amp; HR Support
 </li>
 <li>
 Special Projects &amp; Cross-Functional Execution
 </li>
 </ul>
 
 
 
 
 
 Communication, Strategic Support &amp; Follow-Through
 
 
 <ul>
 <li>
 Embrace &amp; support EOS activities. (i.e. track rocks, prepare agendas, scorecards for key meetings (L10s, quarterlies, All-Hands).
 </li>
 <li>
 Assist with reporting, data gathering, and light metric tracking.
 </li>
 <li>
 Capture clear notes, action items, and follow-ups through EOS practices.
 </li>
 <li>
 Track commitments, action items, and decisions ensuring nothing slips.
 </li>
 <li>
 Manage high-volume communications with clarity, speed, and discretion.
 </li>
 <li>
 Maintain alignment across leadership, staff, vendors, and partners.
 </li>
 <li>
 Keep Wrike, Confluence, and internal tools current with next steps and ownership.
 </li>
 </ul>
 
 
 
 
 
 Office Operations &amp; Administrative Management
 
 
 <ul>
 <li>
 Own day-to-day office operations for HQ and support warehouse coordination.
 </li>
 <li>
 Ensure HQ office space/s are fully functional, stocked, clean, and guest-ready at all times.
 </li>
 <li>
 Manage vendors as necessary (supplies, maintenance, tracking sample &amp; HQ-related deliveries).
 </li>
 <li>
 Oversee business mail (P.O. box, executive shipments, and internal logistics).
 </li>
 <li>
 Maintain inventory of supplies, swag, and office essentials.
 </li>
 <li>
 Coordinate facilities requests and resolve operational issues quickly.
 </li>
 </ul>
 
 
 
 
 
 Systems, Tools &amp; Process Optimization
 
 
 <ul>
 <li>
 Build and refine SOPs and repeatable systems for efficiency.
 </li>
 <li>
 Maintain and improve Wrike, Confluence, and internal documentation and training materials.
 </li>
 <li>
 Identify inefficiencies and implement better workflows.
 </li>
 <li>
 Keep calendars, systems, and documentation clean and up to date.
 </li>
 <li>
 Support operational consistency between HQ, warehouse, and remote teams.
 </li>
 </ul>
 
 
 
 
 
 Employee Culture &amp; Guest Experience
 
 
 <ul>
 <li>
 Serve as the first impression of Smartish HQ; welcoming guests, candidates, and partners.
 </li>
 <li>
 Support onboarding (desk setup, supplies, welcome experience, tool access).
 </li>
 <li>
 Ensure employees have what they need to be productive in-office.
 </li>
 <li>
 
 Reinforce Smartish culture through daily interactions and environment.
 
 </li>
 <li>
 Plan and execute team events, All-Hands, offsites, and celebrations.
 </li>
 <li>
 Coordinate team lunches, happy hours, and core value activities.
 </li>
 <li>
 Maintain internal events calendar and logistics.
 </li>
 <li>
 Manage gifting, swag, and milestone recognition.
 </li>
 </ul>
 
 
 
 
 
 Confidential &amp; HR Support
 
 
 <ul>
 <li>
 Handle sensitive company and personnel information with discretion.
 </li>
 <li>
 Support HR processes (documentation, onboarding/offboarding coordination).
 </li>
 <li>
 Assist with recruiting coordination and interview logistics.
 </li>
 <li>
 Assist with sensitive projects (reviews, transitions, contracts).
 </li>
 <li>
 Manage occasional personal logistics tied to executive efficiency.
 </li>
 </ul>
 
 
 
 
 
 Special Projects &amp; Cross-Functional Execution
 
 
 <ul>
 <li>
 Own and drive special projects from concept &rarr; execution &rarr; completion.
 </li>
 <li>
 Research, validate, and package new ideas into actionable plans as assigned.
 </li>
 <li>
 Coordinate cross-functional initiatives across the leadership team.
 </li>
 <li>
 Identify bottlenecks and proactively push projects forward.
 </li>
 </ul>
 
 
 
 
 ************************
 
 
 
 Outcomes / Success Indicators
 
 
 <ul>
 <li>
 President is highly focused on top priorities (not admin work).
 </li>
 <li>
 Projects and &ldquo;Rocks&rdquo; move forward consistently without reminders.
 </li>
 <li>
 Office operations run seamlessly with no disruptions.
 </li>
 <li>
 Communication is clear, timely, and aligned across teams.
 </li>
 <li>
 Meetings are prepared, efficient, and produce clear outcomes.
 </li>
 <li>
 Employees and guests have a "good vibes", organized, on-brand experience.
 </li>
 <li>
 Systems (Wrike, Confluence, Syncplicity, calendars) are accurate and up to date.
 </li>
 </ul>
 
 
 
 
 
 Skills &amp; Experience
 
 
 <ul>
 <li>
 3+ years supporting executives, founders, or operators in fast-paced environments.
 </li>
 <li>
 Tech-savvy: Outlook, Teams, AI Tools, Wrike, Confluence, Excel (or similar tools).
 </li>
 <li>
 Strong organizational and project management skills.
 </li>
 <li>
 Exceptional written and verbal communication.
 </li>
 <li>
 Proven ability to manage multiple priorities without dropping details.
 </li>
 <li>
 Proactive, resourceful, and solution-oriented mindset.
 </li>
 <li>
 High level of discretion and professionalism.
 </li>
 <li>
 Comfortable operating between strategic and tactical work.
 </li>
 </ul>
 
 
 
 
 
 Requirements / Competencies
 
 
 <ul>
 <li>
 Anticipates needs before they are stated.
 </li>
 <li>
 Thrives in a fast-paced, high-accountability environment.
 </li>
 <li>
 Strong ownership mentality (&ldquo;nothing falls through the cracks&rdquo;).
 </li>
 <li>
 Calm under pressure; adaptable and flexible.
 </li>
 <li>
 Positive, service-oriented, &ldquo;no task too small&rdquo; attitude.
 </li>
 <li>
 Highly detail-oriented and systems-driven.
 </li>
 <li>
 Lives Smartish Core Values.
 </li>
 </ul>
 
 
 
 
 
 Bonus Points If You
 
 
 <ul>
 <li>
 Have experience in e-commerce, CPG, or startup environments.
 </li>
 <li>
 Are familiar with EOS (Entrepreneurial Operating System).
 </li>
 <li>
 Have experience coordinating cross-functional projects or office operations.
 </li>
 <li>
 Love dogs, cats, tacos or all three.
 </li>
 </ul>
 <li>
 </li>
 
 
 
 
 ---------------------------------------------
 
 
 
 How to Apply
 
 
 
 Send us your resume to recruiting@smartish.com with "Executive Assistant" in subject line and a short note answering:
 
 <ul>
 <li>
 Why this role is a great fit for you
 </li>
 <li>
 A system or habit you&rsquo;ve built that made executive's life easier
 </li>
 </ul>
 
 
 
 
 ---------------------------------------------
 
 
 
 Benefits:
 
 
 <ul>
 <li>
 Health, Dental, Vision
 </li>
 <li>
 FSA / HSA
 </li>
 <li>
 401(k) plan with employer match
 </li>
 <li>
 PTO, Holidays
 </li>
 <li>
 Paid covered parking in downtown Austin
 </li>
 <li>
 Free phone cases &amp; stuff for you and a +1
 </li>
 </ul>
 
 
 
 
 Smartish makes everyday life a little easier with phone cases and stuff just clever enough to solve unexpected needs. Based in downtown Austin, Texas, our team is a jaunty, down-to-earth, and highly caffeinated group of folks that, since 2009, have taken our products seriously, but ourselves... not so much. Pique your interest? Learn more about
 
 Smartish.com
 
 
 
 
</div>

Executive Assistant (Executive Operations Coordinator)

R-Square'z Ventures Pvt. Ltd.

Job Title: Executive Assistant / Operations Coordinator (US/Canada Market Focus) Location: Remote Shift Hours: 8 AM &ndash; 4 PM ET (Toronto Time) (Mon&ndash;Sat) Experience: 1+ Years Position Overview We are an international consultancy operating across North American markets. We are seeking a highly articulate, strategically minded Executive Assistant to act as the primary operational anchor for our leadership team. This is not a traditional administrative role; you will function as a junior Chief of Staff, overseeing internal team deliverables, managing strategic media/PR outreach, and coordinating high-value stakeholder relations within the US and Canadian corporate landscapes.Key Responsibilities<ul><li>Operations &amp; Team Oversight: Track internal milestones across cross-functional team members (sales, technical, and creative production) to ensure strict project delivery.</li><li>Media Outreach &amp; PR Management: Research, initiate contact with, and secure high-profile corporate guests, business podcasters, and media personalities across North America.</li><li>Strategic Calendar Governance: Manage multi-time-zone executive calendars, prioritizing high-value commercial engagements and corporate schedules.</li><li>Business Communication: Draft professional, persuasive corporate correspondence, proposals, and outbound pitches tailored to Western business standards.</li><li>Workspace Optimization: Maintain and audit internal operational databases, task trackers, and communication channels to maximize organizational efficiency.</li></ul>Requirements<ul><li>Western Market Expertise: Proven track record supporting executives or businesses in the US, UK, or Canadian landscapes. Deep familiarity with Western corporate etiquette and professional norms is mandatory.</li><li>Project Management Skills: Experience utilizing unified productivity suites (such as Zoho Workplace, ClickUp, Asana, or Monday.com) to track team accountability.</li><li>Flawless Communication: Exceptional, high-level written and verbal English communication capabilities.</li><li>Shift Alignment: Absolute long-term commitment to working fixed hours (8 AM &ndash; 4 PM ET) to ensure real-time business overlap.</li></ul>Job Types: Full-time, PermanentPay: AED1,500.00 - AED2,500.00 per monthWork Location: Remote

Executive Assistant to CEO

TNW Optimal Innovation

Role OverviewWe are seeking a highly organised, trustworthy, and execution-focused Personal Assistant to support the CEO in managing daily operations, executive coordination, communication flow, and administrative priorities.The ideal candidate will act as the CEO&rsquo;s central coordination point, ensuring structured communication, accurate documentation, smooth scheduling, proactive follow-ups, and timely execution of critical tasks. This role requires strong attention to detail, confidentiality, professionalism, and the ability to manage multiple priorities efficiently.Key ResponsibilitiesA. Executive Support &amp; Calendar Management<ul><li>Manage the CEO&rsquo;s calendar, meetings, priorities, and scheduling accuracy.</li><li>Act as the primary point of contact to coordinate internal and external meetings, ensuring agendas, preparation materials, and follow-ups are completed.</li><li>Maintain a task tracker with high-level dashboard covering all CEO assignments, including task status, owner, deadline, and next action. Escalate overdue or at-risk tasks proactively. Ensure no deadline is missed due to tracking gaps.</li><li>Maintain confidentiality of executive discussions, documents, and decisions.</li><li>Prepare weekly written status updates/ executive summaries to the CEO.</li></ul>B. Documentation &amp; Records Management<ul><li>Maintain accurate records for CEO documentation, legal papers, property documents, contracts, and correspondence.</li><li>Ensure all documents are stored on the company shared drive in clearly defined folders. Organise and archive executive documents securely.</li><li>Ensure timely updates, renewals, and retrieval of critical documents.</li><li>Maintain version control for agreements and negotiation drafts.</li></ul>C. Travel &amp; Logistics<ul><li>Plan and manage travel arrangements including flights, visas, accommodation, itineraries, and transportation.</li><li>Coordinate logistics for business trips and official meetings.</li><li>Ensure travel plans are accurate, timely, and cost controlled.</li></ul>D. Operational &amp; Administrative Support<ul><li>Support company formation activities, registrations, and administrative coordination.</li><li>Assist Finance with invoice processing, documentation, and payment follow-ups when required. Maintain organised records, along with documentation trail.</li><li>Support HR and Admin on documentation flows and compliance coordination.</li><li>Execute ad hoc executive tasks assigned by the CEO with accountability.</li><li>Track vendor agreements and renewal timelines.</li></ul>E. Compliance, Visa &amp; Regulatory Coordination<ul><li>Manage visa processing and renewals for the CEO.</li><li>Ensure regulatory documentation is compliant and submitted on time.</li><li>Track deadlines and proactively flag upcoming renewals or compliance actions.</li></ul>F. Coordination &amp; Communication<ul><li>Coordinate communication between the CEO and internal leadership teams.</li><li>Ensure clarity, accuracy, professionalism, and confidentiality in all communication flows.</li><li>Maintain written records of key external discussions and agreements. Avoid verbal negotiations without prior approval or written summary.</li><li>Maintain meeting minutes with clear decisions and ownership.</li></ul>3. Key Performance Areas (KPAs)<ul><li>Task tracker accuracy and visibility</li><li>Zero missed executive deadlines</li><li>Document organisation and retrieval speed</li><li>Clarity and accuracy of written communication</li><li>Weekly executive status reporting discipline</li><li>Proper storage and tracking of agreements and invoices</li></ul>4. Reporting &amp; Escalation<ul><li>Reports directly to the CEO.</li><li>Escalates: scheduling conflicts; compliance risks; operational blockers; conflicting instructions; missed deadlines risk; incomplete documentation; ambiguity in negotiations or agreements immediately.</li><li>Uses official communication channels and document repositories only.</li><li>Support strategic initiatives, executive projects, and confidential assignments as required.</li></ul>RequirementsMinimum three years of experience working in administrative or executive assistant roles for a UAE company is required.Excellent communication skills in English are essential.Excellent travel coordination knowledge, including planning and booking travel arrangements, applying visas, and understanding visa regulations, is required.Strong task management and calendar management skills are essential.Flexibility for seven-day availability is required. While this is not a seven-day working role, the candidate must be available when critical appointments, events, travel coordination, or urgent executive matters arise during weekends or outside standard working hours.Basic knowledge of PRO-related work and administrative government processes is required.The role will also involve supporting HR and administrative activities beyond standard executive assistant responsibilities.Strong negotiation and coordination skills are required.Pay: AED5,000.00 - AED10,000.00 per monthApplication Question(s):<ul><li>Do you have a minimum of 3 years of experience working as a Personal Assistant, Executive Assistant, or Administrative Coordinator for a UAE-based company?</li><li>Have you independently managed executive travel arrangements including flights, hotel bookings, visa applications, and appointment coordination for senior management?</li><li>Are you comfortable being available outside standard working hours, including weekends when required for urgent executive tasks or travel coordination?</li></ul>Work Location: In person

Personal Assistant to CEO

Eva Interiors

<div>
 
 
 Job Purpose:
 
 
 
 
 
 
 The Executive Assistant to the CEO is responsible for providing high-level executive, operational, administrative, and strategic coordination support to the Chief Executive Officer to ensure effective execution of business priorities, leadership alignment, and organizational efficiency across EVA Interiors. The role serves as the primary coordination point between the CEO and internal as well as external stakeholders, ensuring that executive directives, strategic initiatives, meetings, communications, approvals, and operational follow-ups are managed with the highest standards of professionalism, confidentiality, urgency, and accuracy.
 
 
 The Executive Assistant is expected to operate beyond traditional administrative responsibilities by actively supporting the CEO in driving governance, accountability, organizational discipline, and executive office efficiency. This includes maintaining full visibility over priorities, monitoring action plans and critical deadlines, ensuring effective communication flow between departments, and supporting leadership decision-making through structured coordination, reporting, and follow-up management.
 
 
 
 
 
 The role requires exceptional organizational discipline, executive presence, business communication skills, and the ability to anticipate operational and strategic requirements before they impact business continuity or executive effectiveness. The Executive Assistant must consistently demonstrate a high level of ownership, maturity, confidentiality, adaptability, and professionalism while supporting a fast-paced luxury interior design and fit-out business environment aligned with EVA Interiors&rsquo; standards, operational expectations, and leadership culture.
 
 
 
 
 
 
 Key Performance Accountabilities:
 
 
 
 
 
 
 1. Executive Calendar &amp; Priority Management
 
 
 
 1.1
 
 Manage and optimize the CEO&rsquo;s calendar, ensuring alignment with business priorities, leadership meetings, operational requirements, client engagements, and strategic initiatives.
 
 
 
 1.2
 
 Ensure effective prioritization of meetings, appointments, reviews, and business commitments to maximize executive productivity and operational efficiency.
 
 
 
 1.3
 
 Proactively identify scheduling conflicts, operational overlaps, and priority risks while implementing corrective coordination before escalation occurs.
 
 
 
 1.4
 
 Maintain visibility over urgent matters, pending approvals, strategic deadlines, and executive deliverables requiring immediate action or follow-up.
 
 
 
 1.5
 
 Coordinate internal and external meetings while ensuring proper preparation, agenda alignment, and logistical readiness.
 
 
 
 
 
 
 2. Executive Communication &amp; Correspondence
 
 
 
 
 2.1
 
 Draft, review, and coordinate executive communications, announcements, presentations, reports, letters, and business correspondence on behalf of the CEO.
 
 
 
 2.2
 
 Ensure all communications issued from the Executive Office reflect EVA Interiors&rsquo; professional standards, executive tone, and brand positioning.
 
 
 
 2.3
 
 Manage communication flow between the CEO and departments to ensure clarity, responsiveness, accountability, and timely execution of actions.
 
 
 
 2.4
 
 Handle sensitive and confidential information with a high degree of professionalism, discretion, and integrity.
 
 
 
 2.5
 
 Monitor communication response timelines and escalate delayed matters affecting executive priorities or operational continuity.
 
 
 
 
 
 
 3. Meeting Governance &amp; Executive Follow-Up
 
 
 
 
 3.1
 
 Coordinate executive meetings, operational reviews, leadership discussions, performance meetings, and strategic business sessions led by the CEO.
 
 
 
 3.2
 
 Prepare meeting agendas, reports, presentations, and supporting documents prior to meetings to ensure effective decision-making and meeting readiness.
 
 
 
 3.3
 
 Record professional and accurate Minutes of Meeting (MOM) with clearly defined action plans, responsibilities, deadlines, and escalation points.
 
 
 
 3.4
 
 Track all executive action items and ensure departments provide updates and complete deliverables within agreed timelines.
 
 
 
 3.5
 
 Escalate delays, governance gaps, or repeated non-compliance impacting executive directives, strategic priorities, or operational performance.
 
 
 
 3.6
 
 Ensure meeting governance standards are maintained across all CEO-led discussions and executive reviews.
 
 
 
 
 
 
 4. Executive Office Coordination &amp; Operational Support
 
 
 
 
 4.1
 
 Act as the central coordination point between the CEO and all departments to ensure operational alignment and communication efficiency across the business.
 
 
 
 4.2
 
 Support the CEO in organizing strategic initiatives, leadership priorities, operational reviews, and business-critical activities.
 
 
 
 4.3
 
 Monitor executive office workflow efficiency and ensure submissions, approvals, reports, and pending actions are properly tracked and followed up.
 
 
 
 4.4
 
 Coordinate executive travel arrangements, accommodations, reservations, logistics, and business schedules when required.
 
 
 
 4.5
 
 Maintain structured filing systems for executive reports, contracts, presentations, confidential records, and business documentation.
 
 
 
 4.6
 
 Ensure the Executive Office maintains a high standard of professionalism, responsiveness, organization, and operational discipline.
 
 
 
 
 
 
 5. Reporting &amp; Business Support:
 
 
 
 
 5.1
 
 Consolidate departmental reports, dashboards, presentations, and operational updates for executive review and decision-making purposes.
 
 
 
 5.2
 
 Ensure reports submitted to the CEO are accurate, properly structured, professionally formatted, and aligned with required timelines.
 
 
 
 5.3
 
 Assist in preparing executive presentations, board-level materials, operational summaries, and strategic review documents.
 
 
 
 5.4
 
 Support cross-functional coordination related to business performance, project tracking, governance reviews, and operational initiatives.
 
 
 
 5.5
 
 Maintain visibility over key executive priorities and ensure proper reporting follow-up with departments and leadership teams.
 
 
 
 
 
 
 6. Confidentiality, Professionalism &amp; Governance
 
 
 
 
 6.1
 
 Maintain strict confidentiality regarding business operations, financial matters, employee information, strategic discussions, and executive decisions.
 
 
 
 6.2
 
 Demonstrate professionalism, executive presence, maturity, diplomacy, and strong interpersonal communication across all interactions.
 
 
 
 6.3
 
 Ensure high levels of ownership, responsiveness, reliability, and accountability in supporting the CEO and Executive Office operations.
 
 
 
 6.4
 
 Maintain compliance with company policies, governance standards, and professional conduct expectations.
 
 
 
 6.5
 
 Protect the integrity and reputation of the Executive Office through disciplined coordination and professional communication standards.
 
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Executive Assistant

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