PERSONAL ASSISTANT

Overview

Executive & Calendar Management

• Own and manage the CEO's complex, dynamic calendar with strategic prioritization—not just scheduling. Protect
• deep-work windows, resolve conflicts proactively, and ensure every meeting aligns with company goals
• Serve as the primary gatekeeper, screening and filtering all incoming requests, communications, and meeting
• invitations
• Coordinate complex, multi-leg domestic and international travel including flights, visas, accommodations,
• itineraries, and contingency arrangements
• Prepare daily agendas, meeting briefs, executive summaries, and follow-up trackers

Communication & Stakeholder Management

• Act as the primary point of contact between the CEO and internal/external stakeholders including board members,
• senior leadership, investors, and partners
• Draft, edit, and manage correspondence, emails, memos, presentations, and reports on behalf of the CEO
• Drive timely follow-ups on assigned tasks, ensuring clear timelines and deliverables across the organization

Ai & Automation Leadership

• Leverage LLMs and AI tools (ChatGPT, Claude, etc.) to draft correspondence, summarize documents, generate
• reports, and streamline communication workflows
• Build and maintain automation workflows using tools like Zapier, Make, Notion AI, and Airtable to eliminate
• repetitive tasks and boost productivity
• Continuously identify opportunities to automate both your own work and the CEO's workflows; stay ahead of AI
• and productivity tech trends, advising the CEO on ways to gain leverage
• Use AI tools to suggest scheduling efficiencies, flag calendar conflicts, and optimize time allocation

Prioritization & Execution

• Apply clear prioritization rules to protect the CEO's time, ensuring attention is directed to high-value activities
• Anticipate needs proactively—resolve issues before they escalate
• Manage shifting priorities with composure; adapt to last-minute changes and urgent demands without losing
• momentum
• Track and manage action items from meetings to completion; ensure nothing falls through the cracks

Confidential & Personal Support

• Handle highly confidential and sensitive information with absolute discretion, loyalty, and integrity
• Support personal and family-related organizational tasks as needed, maintaining professional and discreet handling
• of all personal information
• Manage expenses, invoices, and administrative processes related to the CEO's office

Qualifications & Experience

• 3+ years of experience supporting C-suite executives (CEO, Founder, or equivalent) in fast-paced, high-growth, or
• multinational environments
• Bachelor’s degree in business administration, Management, Communications, or related field (Master's preferred)
• Demonstrated experience with AI tools for productivity, content creation, research, and automation
• Hands-on experience with automation tools (Zapier, Make) and working knowledge of LLMs and AI tools
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and productivity tools (Notion, Asana, Slack,
• etc.)
• Exceptional organizational and time-management skills with proven ability to manage multiple priorities in a
• demanding environment
• Strong personality with confidence to manage senior stakeholders, push back when necessary, and drive follow-ups
• High psychological assertiveness—comfortable firmly keeping an executive on track and calling out when focus
• drifts
• Excellent written and verbal communication skills in English
• Absolute discretion, sound judgment, and high emotional intelligence

Preferred

• Experience in multinational or publicly listed companies
• Experience traveling with executives or providing on-the-ground support during global engagements
• Additional languages (Arabic, German, French, etc.)
• Experience with board logistics, earnings coordination, or All Hands events
• Familiarity with CRM tools (HubSpot, Salesforce)

Key Competencies (Soft Skills)

• AI Fluency Ability to leverage AI tools as a force multiplier; stays current with emerging technologies
• Strategic Prioritization Makes trade-off decisions on the CEO's behalf; protects time against low-value distractions
• Assertiveness Confident, persistent, and willing to push back when needed
• Proactive Anticipation Thinks two steps ahead; resolves issues before they reach the CEO
• Emotional Intelligence Reads situations and people; navigates senior stakeholders with diplomacy
• Crisis Management Remains calm under pressure; adapts to last-minute changes with composure
• Discretion & Integrity Handles sensitive information with absolute confidentiality
• Ownership Mindset Takes full accountability; operates with minimal supervision

What Success Looks Like

• The CEO's time is consistently protected and allocated to highest-value activities
• AI and automation tools reduce administrative friction by 30%+ across the CEO's workflow
• Stakeholders experience seamless coordination and clear communication through you
• You are viewed as a trusted strategic partner, not just an administrator
• You confidently push back on misaligned requests and hold others accountable to deliverables

Work Environment & Reporting

• Reports to: CEO

• Location: Abu Dhabi, United Arab Emirates

• Work Schedule: Full-time; flexibility required for global time zones and occasional travel
• Travel: Regular domestic and international travel with the CEO may be required