The Executive Personal Assistant to the CEO is a trusted partner who enables the CEO to operate with focus, speed, and impact. The role provides high-level executive and administrative support, protects the CEO’s time, coordinates critical priorities, and ensures effective follow-through across meetings, decisions, projects, travel, and stakeholder engagements. The Executive Assistant acts with sound judgment, absolute discretion, and a strong understanding of the business in a fast-paced, high-growth environment.
Key Responsibilities
Role Purpose
The Executive Personal Assistant to the CEO is a trusted partner who enables the CEO to operate with focus, speed, and impact. The role provides high-level executive and administrative support, protects the CEO’s time, coordinates critical priorities, and ensures effective follow-through across meetings, decisions, projects, travel, and stakeholder engagements. The Executive Assistant acts with sound judgment, absolute discretion, and a strong understanding of the business in a fast-paced, high-growth environment.
Executive and Calendar Management
- Own and manage the CEO’s complex calendar, balancing strategic priorities, operational requirements, board commitments, external engagements, and personal appointments.
- Assess meeting requests, resolve scheduling conflicts, and ensure the CEO’s time is allocated to the highest-value priorities.
- Prepare daily and weekly schedules, agendas, briefing packs, background notes, and required materials in advance.
- Coordinate domestic and international travel, including itineraries, visas, accommodation, transportation, and contingency arrangements.
Meeting, Governance, and Follow-up
- Coordinate executive, leadership, and board meetings, including invitations, agendas, logistics, presentations, and supporting documents.
- Attend selected meetings, capture accurate minutes, decisions, and action items, and maintain a clear follow-up tracker.
- Monitor commitments and deadlines, follow up with owners, and provide the CEO with concise progress updates and escalation points.
- Maintain confidential executive records and ensure documents are organized, current, and readily accessible.
Communication and Stakeholder Liaison
- Act as a professional and trusted point of contact between the CEO and internal teams, board members, business partners, advisers, and other external stakeholders.
- Manage and prioritize incoming correspondence, calls, requests, and invitations; respond or redirect appropriately on the CEO’s behalf.
- Draft, review, and format emails, letters, reports, presentations, and other executive communications with accuracy and the appropriate tone.
- Build effective working relationships across functions while maintaining confidentiality, neutrality, and professional boundaries.
Projects and Business Coordination
- Support the planning and execution of strategic and cross-functional initiatives sponsored by the CEO.
- Create project plans, trackers, timelines, and status summaries; identify risks, delays, and dependencies requiring attention.
- Conduct focused research, consolidate information from multiple teams, and convert it into clear executive summaries and decision-ready materials.
- Coordinate special assignments and events, ensuring timely delivery, quality, and alignment with the CEO’s expectations.
Media and Public Engagements
- Coordinate with Brand, Marketing, and PR teams on interviews, press events, speaking engagements, and public appearances.
- Prepare briefing documents, talking points, schedules, and key messages so the CEO is fully prepared for each engagement.
- Manage event logistics, guest communications, rehearsals, and follow-up actions as required.
Confidential and Personal Support
- Handle highly sensitive business and personal information with complete discretion and sound judgment.
- Provide selective support for personal appointments, events, travel, and household coordination where required to protect the CEO’s time and effectiveness.
- Maintain clear records and appropriate separation between business and personal matters.
Operational Excellence
- Requirements: identify potential issues early and resolve them proactively or escalated with practical options.
- Improve executive-office workflows, filing systems, templates, trackers, and communication routines.
- Remain flexible and responsive to changing priorities, urgent requests, and occasional work outside standard business hours.
Qualifications and Experience
- Bachelor’s degree in Business Administration, Communications, Management, or a related discipline.
- Minimum five years of experience as an Executive Assistant, Personal Assistant, Chief of Staff support professional, or project coordinator supporting a CEO, founder, or senior executive.
- Demonstrated experience managing complex calendars, executive travel, confidential correspondence, senior stakeholders, and multiple priorities.
- Experience in a fast-growth, entrepreneurial, retail, beauty, consumer, or multi-location organization is preferred.
- Experience coordinating media, PR, events, or board-level activities is an advantage.
Technical Skills
- Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
- Strong capability in calendar management, travel planning, meeting coordination, document preparation, and digital filing.
- Working knowledge of project-management and collaboration tools; able to maintain clear action trackers and dashboards.
- Excellent written and verbal English; Arabic is an advantage.
Core Competencies
- Executive presence and professional communication
- Discretion, integrity, and confidentiality
- Planning, organization, and attention to detail
- Prioritization, multitasking, and deadline management
- Sound judgment and solution-oriented decision-making
- Proactivity, resourcefulness, and anticipation of needs
- Emotional intelligence and stakeholder management
- Adaptability, resilience, and composure under pressure
- Commercial awareness and understanding of business priorities
Success Measures
- CEO calendar, travel, meetings, and executive materials are accurate, well organized, and prepared on time.
- Meeting decisions and action items are documented promptly, followed up consistently, and escalated when required.
- Internal and external communications are professional, timely, and aligned with the CEO’s priorities and tone.
- Confidential information is handled securely, with no breaches of trust or protocol.
- Executive-office workflows become more efficient, and avoidable scheduling, coordination, and follow-up issues are minimized.
Compensation and Benefits
Competitive salary and benefits package commensurate with experience, together with the opportunity to work closely with the CEO and contribute to the continued growth of a fast-expanding beauty brand.
This job description outlines the principal responsibilities of the role and may be reasonably amended in line with business requirements.
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