Personal & Executive Assitant to CEO

Role PurposeThe Executive Personal Assistant to the CEO is a trusted partner who enables the CEO to operate with focus, speed, and impact. The role provides high-level executive and administrative support, protects the CEO’s time, coordinates critical priorities, and ensures effective follow-through across meetings, decisions, projects, travel, and stakeholder engagements. The Executive Assistant acts with sound judgment, absolute discretion, and a strong understanding of the business in a fast-paced, high-growth environment.Key ResponsibilitiesExecutive and Calendar Management

• Own and manage the CEO’s complex calendar, balancing strategic priorities, operational requirements, board commitments, external engagements, and personal appointments.
• Assess meeting requests, resolve scheduling conflicts, and ensure the CEO’s time is allocated to the highest-value priorities.
• Prepare daily and weekly schedules, agendas, briefing packs, background notes, and required materials in advance.
• Coordinate domestic and international travel, including itineraries, visas, accommodation, transportation, and contingency arrangements.Meeting, Governance, and Follow-up
• Coordinate executive, leadership, and board meetings, including invitations, agendas, logistics, presentations, and supporting documents.
• Attend selected meetings, capture accurate minutes, decisions, and action items, and maintain a clear follow-up tracker.
• Monitor commitments and deadlines, follow up with owners, and provide the CEO with concise progress updates and escalation points.
• Maintain confidential executive records and ensure documents are organized, current, and readily accessible.Communication and Stakeholder Liaison
• Act as a professional and trusted point of contact between the CEO and internal teams, board members, business partners, advisers, and other external stakeholders.
• Manage and prioritize incoming correspondence, calls, requests, and invitations; respond or redirect appropriately on the CEO’s behalf.
• Draft, review, and format emails, letters, reports, presentations, and other executive communications with accuracy and the appropriate tone.
• Build effective working relationships across functions while maintaining confidentiality, neutrality, and professional boundaries.Projects and Business Coordination
• Support the planning and execution of strategic and cross-functional initiatives sponsored by the CEO.
• Create project plans, trackers, timelines, and status summaries; identify risks, delays, and dependencies requiring attention.
• Conduct focused research, consolidate information from multiple teams, and convert it into clear executive summaries and decision-ready materials.
• Coordinate special assignments and events, ensuring timely delivery, quality, and alignment with the CEO’s expectations.Media and Public Engagements
• Coordinate with Brand, Marketing, and PR teams on interviews, press events, speaking engagements, and public appearances.
• Prepare briefing documents, talking points, schedules, and key messages so the CEO is fully prepared for each engagement.
• Manage event logistics, guest communications, rehearsals, and follow-up actions as required.Confidential and Personal Support
• Handle highly sensitive business and personal information with complete discretion and sound judgment.
• Provide selective support for personal appointments, events, travel, and household coordination where required to protect the CEO’s time and effectiveness.
• Maintain clear records and appropriate separation between business and personal matters.Operational Excellence
• Requirements: identify potential issues early and resolve them proactively or escalate with practical options.
• Improve executive-office workflows, filing systems, templates, trackers, and communication routines.
• Remain flexible and responsive to changing priorities, urgent requests, and occasional work outside standard business hours.Qualifications and Experience
• Bachelor’s degree in Business Administration, Communications, Management, or a related discipline.
• Minimum five years of experience as an Executive Assistant, Personal Assistant, Chief of Staff support professional, or project coordinator supporting a CEO, founder, or senior executive.
• Demonstrated experience managing complex calendars, executive travel, confidential correspondence, senior stakeholders, and multiple priorities.
• Experience in a fast-growth, entrepreneurial, retail, beauty, consumer, or multi-location organization is preferred.
• Experience coordinating media, PR, events, or board-level activities is an advantage.Technical Skills
• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong capability in calendar management, travel planning, meeting coordination, document preparation, and digital filing.
• Working knowledge of project-management and collaboration tools; able to maintain clear action trackers and dashboards.
• Excellent written and verbal English; Arabic is an advantage.Core Competencies
• Executive presence and professional communication
• Discretion, integrity, and confidentiality
• Planning, organization, and attention to detail
• Prioritization, multitasking, and deadline management
• Sound judgment and solution-oriented decision-making
• Proactivity, resourcefulness, and anticipation of needs
• Emotional intelligence and stakeholder management
• Adaptability, resilience, and composure under pressure
• Commercial awareness and understanding of business prioritiesSuccess Measures
• CEO calendar, travel, meetings, and executive materials are accurate, well organized, and prepared on time.
• Meeting decisions and action items are documented promptly, followed up consistently, and escalated when required.
• Internal and external communications are professional, timely, and aligned with the CEO’s priorities and tone.
• Confidential information is handled securely, with no breaches of trust or protocol.
• Executive-office workflows become more efficient, and avoidable scheduling, coordination, and follow-up issues are minimized.Compensation and BenefitsCompetitive salary and benefits package commensurate with experience, together with the opportunity to work closely with the CEO and contribute to the continued growth of a fast-expanding beauty brand.This job description outlines the principal responsibilities of the role and may be reasonably amended in line with business requirements.