Executive Assistant to Chairman

Our client is a World Leader in the export of tax-free motors. They have been providing quality vehicles to government agencies, NGO’s, hospitals, embassies, business and private customers from their branches located in Belgium, Australia, Thailand, Germany, United Kingdom and the United Arab Emirates. Role Summary Our client is looking for a top-tier Executive Assistant / Personal Assistant to the Chairman—an execution-first operator who is proactive, fast, highly organized, and relentlessly reliable. This role requires someone who anticipates needs, drives priorities to completion, and gets things done before escalating to the Chairman. You will act as the Chairman’s execution arm across business and personal administration, stakeholder coordination, travel, and high-sensitivity matters. Key Responsibilities • Own the Chairman’s end-to-end calendar management, time protection, and priority planning (business and personal). • Translate requests into actionable plans: assign owners, set deadlines, follow up aggressively, and close loops. • Prepare daily/weekly briefing packs: agendas, background context, decision points, and recommended options. • Coordinate meetings (internal/external), capture action items, and drive accountability through to completion. • Manage communications (WhatsApp, email, calls): draft messages, filter inbound requests, with a professional tone. • Handle executive travel end-to-end: flights, hotels, transfers, itineraries, visas (as applicable), and contingency planning. • Coordinate events and VIP engagements: board meetings, dinners, investor/partner meetings, and special occasions. • Manage sensitive documents and workflows: signatures, couriering, filings, attestations/legalization when needed. • Maintain strong vendor relationships and negotiate premium service outcomes (reliability, quality, urgency). • Support personal assistance tasks as required with strict confidentiality and high standards. What Great Looks Like (Performance Standards) • Zero dropped balls: everything is tracked, followed up, and closed. • Proactive execution: you anticipate the next 3 steps and start them without being asked. • Escalation discipline: you escalate only when necessary—and always with context, options, and a recommendation. • Speed + accuracy: you move fast while maintaining high attention to detail and quality standards. • Discretion: you handle confidential matters with maturity, loyalty, and excellent judgment.

Requirements (Must-Have) • 5–8 years’ experience as EA/PA to Chairman/CEO/Founder in a high-pressure environment. • Strong UAE knowledge and local network awareness (vendors, locations, executive services, and business culture). • Valid UAE driving license and confident driving across the UAE. • Excellent English communication (written and spoken). Arabic is a plus. • Advanced proficiency in MS Office / Google Workspace (Calendar, Email, Docs/Word, Sheets/Excel, Slides/PowerPoint). • Strong stakeholder management skills with VIP-level professionalism and presence. • High integrity, confidentiality, and reliability with sensitive information. Availability & Travel • Flexible working hours based on the Chairman’s schedule (early/late as required). • Able to support urgent priorities outside standard hours, including weekends and public holidays when business-critical. • Comfortable being reachable for time-sensitive matters and responding with speed and clarity. • Willing and able to travel locally and internationally on short notice as required. Preferred (Nice-to-Have) • Experience in private office, family office, investment, real estate, or multi-business Chairman office environments. • Strong systems mindset: building trackers, SOPs, dashboards, and routines to improve execution quality. • Experience coordinating across multiple time zones and handling last-minute changes calmly. • Familiarity with task tools (Asana/ClickUp/Notion/Trello) and creating reporting rhythms. Key Skills & Competencies • Extreme organization and follow-through • Prioritization under pressure and decision support • Ownership mindset and problem-solving • Attention to detail without slowing execution • Professional communication and relationship management • Confidentiality, judgment, and maturity • Languages preferred – English, Urdu, Arabic