Executive Assistant to CEO

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.

Requirements

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 CEO's 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 CEO's 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 CEO’s 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 CEO’s 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 Group’s 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.