Personal Assistant to Chief Executive Officer Job Abu Dhabi area,UAE/Dubai,Administrative/Clerical

Overview

We are seeking a highly organised, trustworthy, and execution-focused Personal Assistant to support the CEO in managing daily operations, executive coordination, communication flow, and administrative priorities. The ideal candidate will act as the CEO’s central coordination point, ensuring structured communication, accurate documentation, smooth scheduling, proactive follow-ups, and timely execution of critical tasks. This role requires strong attention to detail, confidentiality, professionalism, and the ability to manage multiple priorities efficiently.

Key Responsibilities

A. Executive Support & Calendar Management

Manage the CEO’s calendar, meetings, priorities, and scheduling accuracy.
Act as the primary point of contact to coordinate internal and external meetings, ensuring agendas, preparation materials, and follow-ups are completed.
Maintain a task tracker with high-level dashboard covering all CEO assignments, including task status, owner, deadline, and next action. Escalate overdue or at-risk tasks proactively. Ensure no deadline is missed due to tracking gaps.
Maintain confidentiality of executive discussions, documents, and decisions.
Prepare weekly written status updates/ executive summaries to the CEO.

B. Documentation & Records Management

Maintain accurate records for CEO documentation, legal papers, property documents, contracts, and correspondence.
Ensure all documents are stored on the company shared drive in clearly defined folders. Organise and archive executive documents securely.
Ensure timely updates, renewals, and retrieval of critical documents.
Maintain version control for agreements and negotiation drafts.

C. Travel & Logistics

Plan and manage travel arrangements including flights, visas, accommodation, itineraries, and transportation.
Coordinate logistics for business trips and official meetings.
Ensure travel plans are accurate, timely, and cost controlled.

D. Operational & Administrative Support

Support company formation activities, registrations, and administrative coordination.
Assist Finance with invoice processing, documentation, and payment follow-ups when required. Maintain organised records, along with documentation trail.
Support HR and Admin on documentation flows and compliance coordination.
Execute ad hoc executive tasks assigned by the CEO with accountability.
Track vendor agreements and renewal timelines.

E. Compliance, Visa & Regulatory Coordination

Manage visa processing and renewals for the CEO.
Ensure regulatory documentation is compliant and submitted on time.
Track deadlines and proactively flag upcoming renewals or compliance actions.

F. Coordination & Communication

Coordinate communication between the CEO and internal leadership teams.
Ensure clarity, accuracy, professionalism, and confidentiality in all communication flows.
Maintain written records of key external discussions and agreements. Avoid verbal negotiations without prior approval or written summary.
Maintain meeting minutes with clear decisions and ownership.

Key Performance Areas (KPAs)

Task tracker accuracy and visibility
Zero missed executive deadlines
Document organisation and retrieval speed
Clarity and accuracy of written communication
Weekly executive status reporting discipline
Proper storage and tracking of agreements and invoices

Reporting & Escalation

Reports directly to the CEO.
Escalates: scheduling conflicts; compliance risks; operational blockers; conflicting instructions; missed deadlines risk; incomplete documentation; ambiguity in negotiations or agreements immediately.
Uses official communication channels and document repositories only.
Support strategic initiatives, executive projects, and confidential assignments as required.

Requirements

Minimum three years of experience working in administrative or executive assistant roles for a UAE company is required.
Excellent communication skills in English are essential.
Excellent travel coordination knowledge, including planning and booking travel arrangements, applying visas, and understanding visa regulations, is required.
Strong task management and calendar management skills are essential.
Flexibility for seven-day availability is required. While this is not a seven-day working role, the candidate must be available when critical appointments, events, travel coordination, or urgent executive matters arise during weekends or outside standard working hours.
Basic knowledge of PRO-related work and administrative government processes is required.
The role will also involve supporting HR and administrative activities beyond standard executive assistant responsibilities.
Strong negotiation and coordination skills are required.

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