Personal Assistant to CEO

Role Overview

The Executive Personal Assistant to the CEO plays a crucial role as a trusted partner, enabling the CEO to maintain focus, efficiency, and impact. This position provides comprehensive executive and administrative support, managing the CEO’s time effectively, coordinating essential priorities, and ensuring successful follow-through on meetings, decisions, projects, travel, and interactions with stakeholders. The role demands sound judgment, utmost discretion, and a deep understanding of the organization's fast-paced and expanding business environment.

Main Responsibilities

• Manage the CEO’s intricate calendar, balancing strategic initiatives, operational needs, board duties, external engagements, and personal commitments.
• Evaluate meeting requests, resolve scheduling conflicts, and prioritize the CEO’s time for highest-impact activities.
• Prepare daily and weekly agendas, briefing materials, background notes, and all necessary documents ahead of engagements.
• Organize domestic and international travel arrangements including itinerary planning, visa procurement, accommodations, transportation, and contingency preparation.
• Coordinate executive, leadership, and board meetings - managing invitations, agenda setting, logistics, presentations, and supporting documentation.
• Attend selected meetings to record accurate minutes, decisions, and action items, maintaining a clear and up-to-date follow-up system.
• Monitor deadlines and commitments, liaise with task owners, and update the CEO with concise progress reports or escalation points.
• Maintain confidential executive files with organized and easily accessible documentation.
• Serve as a key point of contact between the CEO and internal teams, board members, partners, advisors, and external stakeholders with professionalism and discretion.
• Manage and prioritize incoming correspondence, calls, and requests, responding or redirecting appropriately on the CEO’s behalf.
• Draft, review, and format emails, letters, reports, presentations, and other communications with accuracy and suitable tone.
• Foster effective working relationships across departments, maintaining confidentiality and neutrality.
• Support planning and execution of strategic and cross-functional projects led by the CEO.
• Create project plans, monitor timelines, track progress, identify risks or delays, and prepare executive summaries for decision making.
• Coordinate special assignments and events, ensuring timely delivery and quality aligned with CEO expectations.
• Liaise with Brand, Marketing, and PR teams to organize interviews, press events, speaking opportunities, and public engagements for the CEO.
• Prepare briefing documents, talking points, schedules, and key messages for public appearances.
• Manage event logistics, guest communications, rehearsals, and follow-ups as necessary.
• Handle sensitive business and personal information with impeccable discretion and judgment.
• Provide selective support for the CEO’s personal appointments, events, travel, and household coordination as needed to safeguard time and effectiveness.
• Maintain separate and clear records for business and personal matters.
• Identify potential challenges early, proactively resolve issues or escalate them with practical solutions.
• Enhance executive office workflows, filing systems, templates, trackers, and communication practices.
• Adapt and respond flexibly to changing priorities, urgent requests, and occasional work beyond regular business hours.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Communications, Management, or a related field.
• At least five years of experience supporting a CEO, founder, or senior executive as an Executive Assistant, Personal Assistant, Chief of Staff, or project coordinator.
• Proven expertise in managing complex calendars, executive travel, confidential communications, senior stakeholders, and handling multiple priorities simultaneously.
• Preference for experience in fast-growth, entrepreneurial, retail, beauty, consumer goods, or multi-location businesses.
• Advantageous experience coordinating media, PR activities, events, or board-level functions.

Technical Skills

• Advanced skills with Microsoft 365 suite including Outlook, Word, Excel, PowerPoint, and Teams.
• Proficiency in calendar management, travel coordination, meeting organization, document preparation, and digital filing systems.
• Familiarity with project management and collaboration platforms to maintain clear action trackers and dashboards.
• Excellent written and spoken English; Arabic language skills are beneficial.

Core Competencies

• Professional executive presence and strong communication abilities.
• Maintains discretion, integrity, and confidentiality consistently.
• Exceptional planning, organizational skills, and attention to detail.
• Effective prioritization, multitasking, and managing deadlines.
• Sound judgment with solution-oriented decision-making.
• Proactive, resourceful, and anticipates needs adeptly.
• High emotional intelligence and capacity for stakeholder management.
• Demonstrates adaptability, resilience, and composure under pressure.
• Commercial awareness and understanding of key business priorities.

Success Indicators

• CEO’s calendar, travel plans, meetings, and executive documentation are timely, accurate, and well-organized.
• Meeting outcomes, decisions, and action points are documented promptly and diligently followed up with escalation where necessary.
• Internal and external communication reflects professionalism, punctuality, and alignment with the CEO’s priorities and tone.
• Confidential information is guarded securely with no breaches of trust or protocol.
• Efficient workflows reduce avoidable scheduling, coordination, and follow-up complications.

Compensation and Benefits

A competitive salary and benefits package commensurate with experience is offered, including the opportunity to collaborate closely with the CEO and contribute significantly to the growth of a rapidly expanding beauty brand.

Note: This job description may be subject to reasonable amendments in alignment with evolving business requirements.