Executive Assistant

Confidential Company

Employer Active

Posted 26 min ago

Experience

5 - 10 Years

Job Location

Dubai - United Arab Emirates (UAE)

Education

Bachelor of Business Administration

Nationality

Any European National, Japanese, Chinese, Korean (South)

Gender

Female

Vacancy

1 Vacancy

Job Description

Roles & Responsibilities

The Executive Assistant (EA) is the CEO’s right-hand and primary "force multiplier." This is a high-impact role for a tech-savvy, highly organized, pro-active and smart individual. You aren't just managing a schedule; you are architecting the CEO’s business lifestyle and professional output. We need someone who is smart enough to synthesize complex information, tech-savvy enough to automate the mundane, and proactive enough to solve problems before the CEO even knows they exist.


Calendar, Diary & Time Management

  • Comprehensive Management: Maintain the CEO’s professional and personal diaries,

ensuring a harmonious balance between business obligations and personal

commitments.

  • Strategic Booking: Lead all meeting coordination, from internal 1-on-1s to high-stakes

board meetings. You will prioritize requests to adjust with the CEO’s "Self-Work" time.

  • Conflict Resolution: Act as a proactive filter, resolving scheduling overlaps instantly and

ensuring the CEO is always in the right place at the right time.

Travel & Logistics

  • End-to-End Itineraries: Research, book, and manage complex domestic and

international travel. This includes flights, accommodation, ground transport, and visa

requirements.

  • Travel Briefs: Provide detailed digital itineraries that include meeting locations, contact

details for all parties, local time zones, and even "pro-tip" dining or coffee spots near the

venue.

  • Expense Management: Handle all travel-related expenses and reimbursements with

meticulous accuracy.

Meeting Preparation & Documentation

  • Briefing Packs: Prepare the CEO for every meeting by gathering and arranging required

information.

  • Meeting Notes & Synthesis: Attend key meetings and identify "Who/What/When" action

items, and ensure follow-up happens without the CEO having to ask.

Daily Regular Operations

  • Correspondence: If required: manage the CEO’s inbox, drafting responses in their

"voice" and flagging urgent items for immediate attention.

  • Personal Support: Handle occasional personal errands, gift procurement for

clients/partners, and managing personal service providers.

  • Office Liaison: Act as the primary bridge between the CEO and the rest of the Janus

Digital team, fostering a culture of clarity and responsiveness.

Desired Candidate Profile

  • Executive Support: 5+ years of experience as an Executive Assistant, with at least 2

years supporting a CEO, Founder, or C-Suite executive in a high-growth tech or digital

agency environment.

  • Project Coordination: Proven track record of managing cross-departmental projects and

ensuring team-wide deadline adherence.

  • Travel & Logistics: Extensive experience in international and domestic travel

management, including complex multi-leg itineraries and visa coordination.

  • AI Proficiency: Hands-on experience using Generative AI (ChatGPT, Claude, or Gemini)

for research, drafting, and workflow optimization.

  • Productivity Stack: Expert-level command of G-Suite (Calendar, Docs, Sheets) and

Slack.

  • Digital Organization: Ability to build and maintain cloud-based filing.

  • High Agency: You are a "problem-solver," not a "problem-reporter." If a flight is canceled,

you’ve already booked the backup before calling the CEO.

  • Hyper-Discretion: You treat sensitive information like a state secret.

  • Calculated Assertiveness: You are comfortable "managing up” telling the CEO when

they are over-scheduled or when a meeting isn't a good use of their time.

  • Growth Mindset: You stay updated on the latest productivity apps and tech trends

because you genuinely enjoy finding a "better way" to do things.

Employment Type

    Full Time

Company Industry

Department / Functional Area

Keywords

  • Stakeholder Liaison
  • Personal Assistant
  • Research Skills
  • Office Systems
  • Report Preparation
  • Executive Secretary
  • Communication Skills
  • Confidentiality
  • Senior Administrative Assistant
  • Business Support Specialist
  • Management Assistant
  • Operations Assistant

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Confidential Company