Executive Assistant to CEO

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and operational support to the CEO and senior management. The successful candidate will be responsible for managing schedules, coordinating meetings and travel, handling confidential correspondence, following up on management priorities, and ensuring the efficient day-to-day operation of the executive office.

The ideal candidate must demonstrate excellent communication skills, strong attention to detail, discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Key ResponsibilitiesExecutive and Administrative Support

• Manage the executive’s calendar, appointments, meetings, and daily schedule.
• Organize and prioritize incoming emails, calls, correspondence, and requests.
• Prepare professional emails, letters, reports, presentations, meeting agendas, and other documents.
• Maintain confidential records, contracts, corporate documents, and executive files.
• Act as the main point of contact between the executive and internal departments, clients, suppliers, consultants, and external stakeholders.
• Screen communications and ensure urgent matters are brought to management’s attention promptly.

Meetings and Follow-Up

• Coordinate internal and external meetings, including venue, agenda, attendees, and required documents.
• Attend meetings when required and prepare accurate minutes of meeting.
• Maintain action trackers and follow up with responsible employees or external parties on deadlines and pending matters.
• Provide regular updates to the executive regarding outstanding actions, approvals, and critical issues.
• Ensure management instructions and decisions are properly communicated and followed through.

Travel and Logistics

• Arrange domestic and international travel, including flights, hotels, transportation, visas, and detailed itineraries.
• Coordinate business trips and ensure all required documents and arrangements are completed in advance.
• Process and monitor travel expenses, reimbursements, and supporting documentation.

Office and Operational Coordination

• Support the executive in monitoring key projects, deadlines, and business priorities.
• Coordinate with Finance, HR, Legal, Procurement, Administration, and other departments as required.
• Assist with document signing, payment approvals, invoice follow-ups, renewals, registrations, and corporate administrative matters.
• Conduct research, gather information, and prepare summaries to support executive decision-making.
• Assist with special projects and business initiatives assigned by management.
• Coordinate executive office supplies, meetings, visitors, and hospitality arrangements.

Confidentiality and Professional Conduct

• Handle sensitive business, financial, legal, and personal information with complete confidentiality.
• Exercise sound judgment and discretion when communicating on behalf of the executive.
• Maintain a high level of professionalism when dealing with senior stakeholders and external parties.
• Represent the executive office in a professional, courteous, and efficient manner.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, Office Manager, or in a similar senior administrative role.
• Previous experience supporting a CEO, Managing Director, business owner, or senior executive is strongly preferred.
• Excellent written and spoken English.
• Knowledge of Arabic or another language would be an advantage.
• Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Experience preparing professional correspondence, reports, presentations, and meeting minutes.
• Familiarity with document-management systems, online meeting platforms, and business communication tools.

Required Skills and Competencies

• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize and manage multiple urgent tasks.
• Excellent verbal and written communication skills.
• Strong follow-up and coordination capabilities.
• High level of confidentiality, integrity, and discretion.
• Proactive, resourceful, and solution-oriented approach.
• Ability to work independently with limited supervision.
• Professional appearance and interpersonal manner.
• Flexibility to work outside normal business hours when required.
• Ability to remain calm and professional under pressure.

Key Performance Indicators

• Accuracy and timely management of the executive’s calendar and commitments.
• Timely completion and follow-up of management instructions and action items.
• Quality and accuracy of correspondence, reports, presentations, and meeting minutes.
• Responsiveness to urgent executive and business requirements.
• Effective coordination with internal departments and external stakeholders.
• Proper maintenance and confidentiality of executive documents and records.
• Reduction of missed deadlines, unresolved actions, and scheduling conflicts.

Additional Requirements

• Willingness to travel when required.
• Valid driving licence may be preferred, depending on the role.
• Availability to support urgent executive matters outside standard working hours.
• Immediate availability may be considered an advantage.

Pay: AED3,055.59 - AED13,295.01 per month

Work Location: Remote