Executive Assistant

• Personal Errands. Handle all personal requests from executives - sourcing items, placing orders, coordinating deliveries, and following up until complete.
• Gifting & Special Occasions. Order gifts, flowers, and personalised items for executives, colleagues, and clients. Proactively track birthdays, competitions, and milestones and action without being asked.
• Restaurant & Event Reservations. Make restaurant reservations and arrange bookings for personal events, dinners, and outings as directed.
• Travel & Personal Logistics. Book flights, hotels, and transportation for all travel; handle check-ins, itinerary management, and any personal travel changes.
• Support Mailbox Monitoring. Monitor the executive support inbox; triage and respond to personal-related requests; flag anything requiring EA or executive attention.
• Research. Research personal requests on any topic - venues, products, services, local recommendations in Dubai and beyond - and present findings clearly.
• Subscription & Access Support. Complete personal subscription purchases and share access to tools and platforms as directed by the EA.
• In-Person Availability (Dubai). Be physically available in Dubai during business hours to support executives in person whenever required. This is a core, non-negotiable expectation of the role.

Personal Assistant

• **WHAT YOU WILL DO |**
• **Executive Support**
• - Proactively manage an exceptionally complex, fast changing calendar while protecting the Partner's time and ensuring critical priorities are met.
• - Manage complex travel arrangements including flights, accommodation, visas, itineraries and logistics.
• - Continuously review and reprioritise schedules throughout the day, exercising sound judgement to respond to changing business needs, shifting priorities and emerging demands while ensuring time is aligned to leaderships strategic priorities
• - Prepare agendas, briefing materials, meeting packs and follow-up actions.
• - Screen and manage incoming communications, ensuring urgent matters receive prompt attention.
• - Draft, proofread and format correspondence, presentations and other business documents.
• · Track actions and deadlines, ensuring commitments are followed through.
• **Stakeholder Management**
• - Act as the primary point of contact for senior government officials, clients and internal stakeholders.
• - Build strong relationships while maintaining professionalism and confidentiality.
• - Coordinate meetings with senior stakeholders, ensuring seamless execution and excellent client experience.
• - Liaise with internal teams to gather information and support project requirements.
• **Administrative & Project Coordination**
• - Support the Associate Partner with ad hoc operational and project-related activities.
• - Coordinate approvals, expenses and administrative processes.
• - Maintain accurate records, documents and filing systems.
• - Assist with planning workshops, leadership meetings and external events as required.
• - Anticipate requirements before they arise and proactively identify ways to improve efficiency.

• Manage both founders' calendars — protecting their time, sending reminders, handling follow-ups during sales calls
• Contracts and proposals — adjusting and sending on our behalf
• Client communication support and event coordination
• Content uploads, module management, and platform organization on Skool
• Turning call recordings into SOPs and training materials using AI
• Client onboarding admin — adding people to groups, resolving access issues
• Slide decks, presentations, and supporting materials
• In-person event organization as we scale
• Track open loops and chase completions without being asked
• Meal plans aligned with our fitness goals — calculating macros, liaising with our chef or meal prep provider, adjusting as goals change
• Health bookings — blood tests, doctor appointments, healthcare communication and billing
• Full travel logistics — flights, hotels, itineraries, all of it handled to our preferences
• Group coordination — trips, dinners, events — payments, headcounts, communication, all organized
• Email and calendar management
• In-person presence in Dubai — content shoots, videographer sourcing, location scouting
• Errands, online orders, returns, package pickups, building management, banking
• Supplement inventory tracking and restocking before we run out
• Banking issues — calls, in-person visits, access issues, refund chasing

• Coordinate personal travel arrangements including flights, accommodations, transportation, restaurant reservations, and itineraries
• Manage personal scheduling including medical appointments, fitness sessions, grooming, and other lifestyle commitments
• Handle visa renewals, residency documentation, licenses, and other personal administrative requirements proactively
• Coordinate household-related operations including vendors, maintenance, deliveries, installations, repairs, and property-related communication
• Manage personal errands, sourcing requests, returns, exchanges, and gift procurement
• Communicate with external stakeholders including accountants, lawyers, building management, concierge services, and vendors
• Handle time-sensitive and last-minute logistical requests efficiently
• Maintain accurate calendar management across different time zones
• Anticipate problems before they arise and execute solutions independently
• Ensure a high level of confidentiality, professionalism, and discretion at all times
• Proactively identify and resolve challenges before they arise
• Work autonomously and make confident, well-informed decisions swiftly
• Communicate with clarity, precision, and professionalism
• Uphold the highest standards of discretion and confidentiality consistently
• Remain composed and effective in high-pressure situations
• Exude natural assertiveness with a calm and measured approach
• Bring extensive experience working remotely over multiple years
• Possess in-depth knowledge of the hospitality, luxury, and travel industries
• Efficiently coordinate and manage international vendors independently

Executive Assistant jobs in United Arab Emirates

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