Executive Assistant to Group CEO

About the Role

We are looking for an exceptionally skilled, proactive, and diligent Executive Assistant to support the Group CEO of IC1101 Inc. based in Dubai, UAE. This is a demanding, high-level position requiring a dedicated individual to work closely with the CEO across various companies, projects, meetings, and strategic initiatives. The role involves operating in a fast-paced, entrepreneurial environment with multiple priorities to manage concurrently, ensuring all directives and follow-ups are carried out timely and accurately. Familiarity with Artificial Intelligence tools, automation, productivity systems, and digital platforms is essential to enhance the effectiveness of the CEO’s office.

Key Responsibilities

• Efficiently manage the CEO's calendar including appointments, meetings, calls, travel, and key business engagements.
• Serve as the central liaison between the CEO and internal teams, executive management, partners, investors, consultants, and external parties.
• Prioritize communications, meetings, and tasks based on their strategic urgency and importance.
• Prepare the CEO with comprehensive meeting materials such as briefs, reports, agendas, and background information.
• Attend meetings where necessary to document discussion points, draft minutes, and monitor action items until completion.
• Translate verbal instructions and strategic discussions into clear, assigned, and deadline-driven tasks.
• Maintain a consolidated tracker for all CEO priorities, projects, deadlines, and approvals while coordinating across multiple business units.
• Monitor execution progress by liaising with department heads and teams, identifying delays or issues early to prevent escalation.
• Compile daily, weekly, and monthly reports on project status and business activities, including fundraising, acquisitions, partnerships, and expansions.
• Manage confidential and sensitive corporate information discreetly, safeguarding contracts, legal documents, records, and personal data.
• Organize, screen, and professionally respond to the CEO’s email, messages, and correspondence, ensuring important matters receive appropriate attention.
• Utilize AI and automation tools (such as ChatGPT, Microsoft Copilot, Notion, ClickUp, Asana, Monday.com, Zapier, and CRM platforms) to optimize administrative workflows, reporting, reminders, and document management.
• Continuously seek and implement technology-driven productivity enhancements for the CEO’s office.
• Maintain highest levels of confidentiality regarding strategic, financial, personnel, and investor information.
• Operate with flexibility including availability seven days a week, variable hours, weekend work, and readiness for domestic and international travel with the CEO.

Candidate Requirements

• 3 to 5 years of relevant experience assisting senior leaders such as Group CEOs, founders, or managing directors.
• Experience in diverse settings like investment firms, healthcare, technology, family offices, startups, or high-growth companies is preferred.
• Strong expertise managing executive offices and coordinating at senior business levels.
• Proficient with AI tools, automation platforms, and digital productivity/project management software.
• Excellent command of written and spoken English with exceptional drafting, presentation, research, documentation, and reporting skills.
• Advanced skills in Microsoft Office Suite and Google Workspace.
• Ability to juggle multiple projects, companies, and deadlines simultaneously.
• Based in Dubai or open to immediate relocation.

Desired Personal Attributes

• Highly intelligent, quick to grasp instructions, and detail-oriented.
• Proactive, disciplined, and focused on execution without need for constant supervision.
• Resilient under pressure, adaptable to changing priorities, and confident interfacing with senior stakeholders.
• Loyal, trustworthy, discreet, dependable, and entrepreneurial spirit aligned with CEO’s dynamic style.
• Independent problem-solver with strong follow-up persistence to ensure completion of tasks.
• Flexible with work schedule, including weekends and urgent travel demands.

Working Conditions

• A full-time leadership support role located in Dubai.
• Requires availability every day of the week including weekends for business needs.
• Schedules may fluctuate depending on meetings, travel, and business priorities.
• Must be reachable for urgent coordination outside regular working hours.
• Domestic and international travel with the Group CEO may be needed.