Executive Assistant and Office Manager

Role Overview

Executive Support and Priority Management

• Own the CEO's calendar, including complex scheduling, time-zone alignment, and conflict resolution.
• Filter inbound requests, emails, and drop-ins to protect the CEO's focus time.
• Anticipate high-priority requirements and prepare the CEO for upcoming commitments.
• Handle sensitive, proprietary, and confidential matters with discretion.

Meetings and Follow-Through

• Prepare agendas, background context, pre-reads, and presentation materials for meetings.
• Capture notes, action items, and decision logs at key leadership meetings.
• Drive accountability by following up with the executive team on deliverables and inputs.
• Draft executive-level communications, briefs, and responses on behalf of the CEO.

Office Operations and Compliance

• Manage facilities, lease agreements, Ejari registrations, property insurance, and local business licenses.
• Coordinate with landlords, building management, government authorities, and legal advisors on compliance.
• Oversee vendors, contract negotiations, service-level agreements, and office procurement.
• Maintain office safety, access control, inventory, and facility maintenance schedules.

Coordination and Travel

• Act as an operational bridge between business-unit heads and support CEO-driven initiatives.
• Identify administrative or cross-functional friction and implement structured solutions.
• Plan corporate events, offsites, board meetings, and high-level client visits.
• Coordinate international travel, including flights, accommodation, visas, ground transport, and expenses.

Required Qualifications

• At least 5 years of combined Executive Assistant and Office Management experience supporting C-suite executives or founders.
• Passport eligibility for visa-free travel to Europe is required for international mobility.
• Experience managing office leases, Ejari, commercial property insurance, vendor contracts, and trade license renewals.
• Ability to evaluate administrative processes and implement structured improvements.

Preferred Qualifications

• Experience in multi-entity, international, or rapidly scaling organizations.
• Background in technology, professional services, or corporate operations.
• Experience with regional government entities and free-zone or local licensing bodies.

Technical and Soft Skills

• Executive-level written and verbal communication, calendar discipline, action tracking, and documentation.
• Stakeholder management without authority, emotional intelligence, discretion, and diplomatic boundary-setting.
• Knowledge of commercial contracts, vendor legal terms, and lease documentation.
• Advanced proficiency with calendar software, task-tracking platforms, Microsoft 365, Google Workspace, and Asana.
• Process mapping, operational problem-solving, and vendor negotiation skills.

Benefits

• Premium medical insurance, performance-based annual bonuses, and an annual flight allowance.
• Corporate benefits, gifts for special occasions, and team-building activities.
• Visa sponsorship and opportunities to work with global teams across multiple countries.

About the Company