Executive Assistant And Office Manager

Requirements

Provide high-impact executive support to the CEO as a firm gatekeeper, managing priorities, time, information flow, and actionable follow-through, while taking full ownership of office operations, facilities compliance, and administration.

This role requires a proactive multi-tasker with a solution-oriented mindset: someone who does not just identify operational bottlenecks, but designs and executes fixes. By seamlessly bridging executive support and office management, this role enables the CEO to focus on strategic growth while ensuring the companys operational infrastructure runs without friction.

1. Executive Gatekeeping & Priority Management

• Own the CEO’s calendar end-to-end, managing complex scheduling, time-zone alignment, and conflict resolution.
  

• Act as a strict gatekeeper, filtering inbound requests, emails, and drop-ins to protect the CEO’s focus time and strategic availability.
  

• Anticipate high-priority requirements weeks in advance, ensuring the CEO is fully prepared for upcoming commitments.
  

• Exercise absolute discretion and sound judgment when handling sensitive, proprietary, or confidential matters.
  

2. Meeting Preparation, Action Tracking & Follow-Through

• Prepare comprehensive agendas, background context, pre-reads, and presentation materials ahead of internal and external meetings.
  

• Attend key leadership meetings to capture concise notes, clear action items, and decision logs.
  

• Drive post-meeting accountability across the executive team, proactively chasing deliverables and inputs on behalf of the CEO.
  

• Draft executive-level communications, briefs, and responses on behalf of the CEO.
  

3. Office Operations, Legal Compliance & Contracts

• Take end-to-end ownership of corporate facilities, including lease agreements, Ejari registrations, property insurance policies, and local business licenses.
  

• Manage relationship life cycles with landlords, building management, government authorities, and legal advisors to ensure regulatory compliance.
  

• Oversee vendor management, contract negotiations, service level agreements (SLAs), and procurement for all office supplies, equipment, and services.
  

• Maintain office safety, access control systems, inventory tracking, and facility maintenance schedules.
  

4. Cross-Functional Liaison & Stakeholder Alignment

• Serve as the central operational bridge between Business Unit Heads, ensuring smooth information flow and alignment on CEO-driven initiatives.
  

• Identify operational gaps, administrative delays, or cross-departmental friction, and independently implement structured solutions to fix them.
  

• Plan and execute corporate events, team off sites, board meetings, and high-level client visits.
  

5. International Travel & Executive Readiness

• Coordinate seamless, complex international travel itineraries, including flights, accommodation, visas, ground transport, and expense reporting.
  

This role is suited to professionals who:

• Possess strong gatekeeping instincts and feel confident protecting an executives time without creating friction.
  
• Are natural problem-solvers who take full ownership of operational issues from detection to resolution.
  
• Balance high-level executive support with hands-on, detail-heavy office and facility management.
  
• Possess the international mobility required to support multi-region operations seamlessly.
  
• Communicate with authority, poise, and clarity across all levels of leadership.
  

• Solution-Driven: Sees operational friction as an immediate prompt to propose and implement a fix, rather than just reporting the problem.
  

• Proactive & Anticipatory: Stays three steps ahead of the CEOs schedule, preparing for needs before they arise.
  

• Firm & Diplomatic: Comfortable saying "no" or "not now" to senior stakeholders to protect CEO priorities, while maintaining positive working relationships.
  

• Calm Under Pressure: Thrives in fast-paced, changing environments without losing attention to detail.
  

• High Emotional Intelligence: Reads team dynamics well and navigates organizational hierarchies with tact and discretion.
  

Required

• Minimum 5 years of experience in dual Executive Assistant and Office Management roles supporting C-suite executives or Founders.
  

• International Mobility: Must hold a passport eligible for visa-free travel to Europe (Candidates holding US, UK, or EU passports preferred due to regional office requirements).
  

• Facilities & Legal Expertise: Proven track record managing office leases, Ejari, commercial property insurance, vendor contracts, and trade license renewals.
  

• Process Improvement: Demonstrated ability to evaluate existing administrative processes, identify flaws, and introduce structured fixes.
  

Nice to Have

• Experience operating within multi-entity, international, or rapidly scaling organizations.
  

• Background in technology, professional services, or corporate operations.
  

• Hands-on experience dealing with regional government entities and free-zone/local licensing bodies.
  

• Executive-level written and verbal communication
  

• Calendar and time management discipline
  

• Action tracking and follow-up rigor
  

• Stakeholder management without authority
  

• Strong documentation habits
  

• High emotional intelligence and discretion
  

• Ability to say “no” or “not now” appropriately
  

• Strong grasp of commercial contracts, legal terms in vendor agreements, and lease documentation
  

• Advanced proficiency in calendar management software, task-tracking platforms, and productivity suites (e.g., Microsoft 365, Google Workspace, Asana)
  

• Process mapping and operational problem-solving capabilities
  

• High-level negotiation skills for vendor and service provider management
  

Benefits