We are a fast-growing and dynamic international company with European roots and operations across six countries.
As we continue to grow we are looking for an Executive Assistant to CEO to provide high-level support manage key priorities coordinate executive operations and assist in driving initiatives.
Provide high-impact executive support to the CEO acting as a trusted gatekeeper across priorities time information flow relationships and follow-through.
This is a broad and high-trust role requiring significantly more than diary management and administration. The successful candidate will be expected to understand the context behind the CEOs priorities exercise sound judgment independently resolve matters within their remit and ensure information is organized into clear actions rather than simply passed on.
The role spans both the CEOs business and personal responsibilities with exposure to a wide range of commercial operational and strategic matters. This may include preparing business briefings reviewing correspondence and documents coordinating important meetings tracking executive priorities managing international travel and resolving personal or administrative matters that would otherwise consume CEO time.
Office administration and facilities will remain part of the role.
The position is particularly suited to an intelligent commercially curious and technically capable individual who wants to develop further. As trust and business knowledge grow there will be significant opportunity to take on greater responsibility and exposure across the organization.
KEY RESPONSIBILITIES
Executive Gatekeeping & Priority Management
Own the CEOs calendar end-to-end managing scheduling time-zone coordination priorities and conflicts.
Act as a confident gatekeeper filtering inbound requests emails messages and meeting requests to protect the CEOs time and attention.
Develop an understanding of which matters genuinely require CEO involvement and which can be resolved delegated or deferred.
Anticipate upcoming requirements and ensure the CEO is prepared well in advance of important meetings decisions travel and commitments.
Exercise absolute discretion and sound judgment when handling confidential business and personal matters.
Executive & Business Support
Build a strong understanding of the Groups businesses clients priorities and key stakeholders.
Research business matters and prepare concise summaries briefings and supporting information.
Review correspondence reports proposals and documents and highlight key points requiring attention.
Draft high-quality emails communications presentations and responses on behalf of the CEO.
Support selected commercial operational and strategic initiatives.
Use technology and AI tools to improve executive productivity and information management.
Meetings & Follow-Through
Prepare agendas pre-reads briefing notes and supporting materials.
Attend selected meetings and maintain clear records of decisions actions owners and deadlines.
Proactively follow up on CEO-level commitments until completion.
Identify blockers early and resolve or escalate them with clear context and proposed solutions.
Stakeholder Coordination
Coordinate effectively between the CEO leadership team clients advisers and key external stakeholders.
Follow up firmly on CEO-driven priorities without bypassing existing management structures.
Communicate confidently and professionally at all levels.
Coordinate board meetings senior client visits events and important engagements.
Personal & Executive Support
Manage selected personal matters that would otherwise consume significant CEO time.
Coordinate appointments travel reservations purchases and other time-sensitive arrangements.
Anticipate personal scheduling and logistical requirements.
Handle personal matters with the same judgment confidentiality and follow-through as business responsibilities.
Office Operations & Administration
Maintain oversight of the smooth functioning of the Dubai office.
Coordinate leases Ejari insurance licenses renewals vendors and facilities requirements.
Ensure key administrative deadlines are tracked and completed.
Resolve routine office issues independently and maintain efficient systems and processes.
WHO IS THIS FOR
This role is suited to an experienced Executive Assistant who wants broader exposure and responsibility than a traditional administrative position. You should be:
Highly organized proactive and capable of working independently.
Commercially aware and intellectually curious.
Comfortable understanding unfamiliar business topics quickly.
Able to distinguish what genuinely requires CEO attention from what can be handled elsewhere.
A natural problem-solver who brings solutions rather than simply reporting issues.
Technically capable and confident using AI and modern productivity tools.
Comfortable dealing with both senior business matters and practical personal requirements.
Confident enough to say no or not now while maintaining strong relationships.
Ambitious and interested in developing your responsibilities as the business grows.
BEHAVORIAL EXPECTATIONS
High Agency: Takes ownership and moves matters forward.
Sound Judgements: Knows when to act delegate or escalate.
Commercial Awareness: Understands priorities in the context of business impact.
Proactive: Anticipates requirements rather than waiting for instructions.
Solution-Driven: Brings proposed solutions alongside problems.
Firm & Diplomatic: Protects CEO priorities without creating unnecessary friction.
Tech-Forward: Uses technology and AI to work smarter and faster.
Low Ego: Comfortable handling both strategic and practical matters.
Discreet: Maintains absolute confidentiality across business and personal matters.
QUALIFICATION AND EXPERIENCE
Required
Minimum 5 years of relevant professional experience in executive support business operations finance consulting professional services or similar.
Experience supporting a CEO Founder C-suite executive or senior leadership team.
Strong business judgment prioritization and organizational skills.
Excellent written and verbal English.
Strong technology proficiency including modern productivity and AI tools.
Experience managing vendors contracts office administration or facilities.
Ability to travel internationally when required.
High level of maturity discretion and professionalism.
Required Skills:
Provide high-impact executive support to the CEO as a firm gatekeeper managing priorities time information flow and actionable follow-through while taking full ownership of office operations facilities compliance and administration. This role requires a proactive multi-tasker with a solution-oriented mindset: someone who does not just identify operational bottlenecks but designs and executes fixes. By seamlessly bridging executive support and office management this role enables the CEO to focus on strategic growth while ensuring the companys operational infrastructure runs without friction. KEY RESPONSIBILITIES 1. Executive Gatekeeping & Priority Management Own the CEOs calendar end-to-end managing complex scheduling time-zone alignment and conflict resolution. Act as a strict gatekeeper filtering inbound requests emails and drop-ins to protect the CEOs focus time and strategic availability. Anticipate high-priority requirements weeks in advance ensuring the CEO is fully prepared for upcoming commitments. Exercise absolute discretion and sound judgment when handling sensitive proprietary or confidential matters. 2. Meeting Preparation Action Tracking & Follow-Through Prepare comprehensive agendas background context pre-reads and presentation materials ahead of internal and external meetings. Attend key leadership meetings to capture concise notes clear action items and decision logs. Drive post-meeting accountability across the executive team proactively chasing deliverables and inputs on behalf of the CEO. Draft executive-level communications briefs and responses on behalf of the CEO. 3. Office Operations Legal Compliance & Contracts Take end-to-end ownership of corporate facilities including lease agreements Ejari registrations property insurance policies and local business licenses. Manage relationship life cycles with landlords building management government authorities and legal advisors to ensure regulatory compliance. Oversee vendor management contract negotiations service level agreements (SLAs) and procurement for all office supplies equipment and services. Maintain office safety access control systems inventory tracking and facility maintenance schedules. 4. Cross-Functional Liaison & Stakeholder Alignment Serve as the central operational bridge between Business Unit Heads ensuring smooth information flow and alignment on CEO-driven initiatives. Identify operational gaps administrative delays or cross-departmental friction and independently implement structured solutions to fix them. Plan and execute corporate events team off sites board meetings and high-level client visits. 5. International Travel & Executive Readiness Coordinate seamless complex international travel itineraries including flights accommodation visas ground transport and expense reporting. WHO IS THIS FOR This role is suited to professionals who: Possess strong gatekeeping instincts and feel confident protecting an executives time without creating friction. Are natural problem-solvers who take full ownership of operational issues from detection to resolution. Balance high-level executive support with hands-on detail-heavy office and facility management. Possess the international mobility required to support multi-region operations seamlessly. Communicate with authority poise and clarity across all levels of leadership. BEHAVORIAL EXPECTATIONS Solution-Driven: Sees operational friction as an immediate prompt to propose and implement a fix rather than just reporting the problem. Proactive & Anticipatory: Stays three steps ahead of the CEOs schedule preparing for needs before they arise. Firm & Diplomatic: Comfortable saying no or not now to senior stakeholders to protect CEO priorities while maintaining positive working relationships. Calm Under Pressure: Thrives in fast-paced changing environments without losing attention to detail. High Emotional Intelligence: Reads team dynamics well and navigates organizational hierarchies with tact and discretion. QUALIFICATION AND EXPERIENCE Required Minimum 5 years of experience in dual Executive Assistant and Office Management roles supporting C-suite executives or Founders. International Mobility: Must hold a passport eligible for visa-free travel to Europe (Candidates holding US UK or EU passports preferred due to regional office requirements). Facilities & Legal Expertise: Proven track record managing office leases Ejari commercial property insurance vendor contracts and trade license renewals. Process Improvement: Demonstrated ability to evaluate existing administrative processes identify flaws and introduce structured fixes. Nice to Have Experience operating within multi-entity international or rapidly scaling organizations. Background in technology professional services or corporate operations. Hands-on experience dealing with regional government entities and free-zone/local licensing bodies. TECHNICAL AND SOFT SKILLS Executive-level written and verbal communication Calendar and time management discipline Action tracking and follow-up rigor Stakeholder management without authority Strong documentation habits High emotional intelligence and discretion Ability to say no or not now appropriately Strong grasp of commercial contracts legal terms in vendor agreements and lease documentation Advanced proficiency in calendar management software task-tracking platforms and productivity suites (e.g. Microsoft 365 Google Workspace Asana) Process mapping and operational problem-solving capabilities High-level negotiation skills for vendor and service provider management
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