Office Executive

Role OverviewWe are seeking a highly organized, discreet, and resourceful Executive Assistant to support the Chairman across a multi-jurisdictional business platform spanning chemical manufacturing, maritime, and semiconductor ventures, as well as personal and family logistics. This is a high-trust role requiring exceptional judgment, the ability to manage competing priorities across time zones, and comfort operating at the intersection of business and personal support.Key ResponsibilitiesCalendar & Scheduling•    Manage the Chairman's daily business calendar, proactively resolving conflicts and prioritizing time-sensitive matters•    Maintain a separate personal calendar, coordinating seamlessly between business and personal commitments•    Schedule and confirm one-on-one and group meetings, including agenda circulation and follow-up trackingTravel & Logistics•    Book and coordinate all business and personal travel (flights, hotels, ground transport, visas) across UAE, India, Singapore, and other jurisdictions•    Coordinate family travel plans, including school/holiday schedules and multi-destination itineraries•    Handle personal logistics: appointments, household coordination, and day-to-day errands as needed•    Manage travel documentation, including passport/visa renewals and immigration-related paperwork liaisonBusiness Coordination & Reporting•    Prepare a daily morning briefing covering both business (calendar, priorities, pending items across group companies) and personal matters (schedule, family logistics, follow-ups)•    Liaise with operations teams across group companies to collect data on a regular cadence•    Prepare briefing notes and summaries ahead of meetings, ensuring the Chairman is fully prepped with relevant context•    Track action items across business units and follow up to ensure timely closure•    Conduct ad hoc research (regulatory changes, market data, counterparties) to prep the Chairman ahead of meetingsCorrespondence & Inbox Management•    Triage the Chairman's email and WhatsApp, drafting responses on his behalf where appropriate•    Flag items requiring the Chairman's personal attention versus those that can be handled independentlyGatekeeping & Relationship Management•    Screen calls and visitors, and manage scheduling requests from external parties•    Maintain a contacts database spanning business, family, and government/regulatory relationships•    Manage follow-ups with key relationships (bankers, lawyers, auditors, and business partners)Meeting Support•    Take minutes and track action items in key meetings•    Prepare board, investor, or partner meeting packs•    Coordinate with the Company Secretary on compliance-related meeting logistics for listed-entity mattersDocument & Confidentiality Management•    Maintain organized digital and physical filing for contracts, KYC documents, passports, and property papers•    Manage NDAs and confidentiality protocols for sensitive business discussionsPayments & Expense Management•    Coordinate personal and household payments, including tracking invoices, reimbursements, and recurring bills•    Prepare and reconcile expense reports; review credit card statements and liaise with accountants•    Maintain confidential records of personal and family financial logistics as directedFamily & Personal Support•    Serve as a coordination point between the Chairman's office and family members on schedules, travel, and logistics•    Coordinate business dinners, family events, and hosting for visiting partners or investors•    Anticipate needs and manage sensitive personal matters with the utmost discretionVendor & Household Management•    Coordinate drivers, household staff, and property maintenance across residencesAvailability & Continuity•    Be reachable outside standard hours for time-sensitive travel disruptions or urgent business matters•    Maintain SOPs and handover notes to ensure continuity during absencesRequirements•    5+ years' experience as an Executive Assistant or Chief of Staff supporting C-suite/promoter-level executives•    Proven experience coordinating complex, multi-country travel and scheduling•    Advanced Excel/PowerPoint skills; comfort working with financial and operational data•    Exceptional discretion and ability to handle confidential business and personal information•    Excellent written and verbal English; additional languages (Hindi/Gujarati) a plus•    Based in Dubai, UAE, with flexibility to work across time zones (India, Singapore, UAE)Preferred Attributes•    Prior exposure to family office, promoter office, or multi-entity corporate group environments•    Comfort with fast-paced, high-variability days spanning both boardroom-level and personal/household matters•    Proactive, low-ego, solutions-oriented approach — anticipates needs rather than waiting for instructions