Executive Assistant

Job Description: Executive Assistant to Group CEO Executive Assistant to Group CEO Location: Dubai, UAE Employment Type: Full-Time Work Schedule: 7 Days a Week / Flexible Availability Reporting To: Group CEO of IC1101 Inc. Joining: Immediate Role Overview We are seeking a highly intelligent, sharp, proactive, and exceptionally hardworking Executive Assistant to provide comprehensive professional and operational support to the Group CEO. This is not a conventional administrative role. The selected candidate will work closely with the Group CEO across multiple companies, projects, investments, meetings, travel commitments, business initiatives, and strategic priorities. The ideal candidate must be capable of operating in a fast-paced, high-pressure entrepreneurial environment, managing multiple priorities simultaneously, and ensuring that decisions, instructions, meetings, and follow-ups are executed accurately and on time. The candidate should also have practical knowledge of Artificial Intelligence tools, workflow automation, productivity systems, and digital platforms to improve the efficiency of the CEO’s office. Key Responsibilities Executive and Strategic Support • Manage the Group CEO’s daily schedule, appointments, meetings, calls, travel, and business commitments. • Act as the central coordination point between the Group CEO and internal teams, senior management, investors, partners, consultants, and external stakeholders. • Prioritise meetings, communications, and tasks based on urgency and strategic importance. • Prepare the CEO with relevant documents, briefs, reports, agendas, and background information before meetings. • Attend meetings where required, record key discussions, prepare minutes, and track decisions and action items. • Convert verbal instructions and strategic discussions into clearly assigned and time-bound tasks. • Maintain strict follow-up until every assigned task is completed. Task and Project Management • Maintain a central tracker for the Group CEO’s priorities, projects, commitments, deadlines, and pending approvals. • Coordinate across multiple companies, departments, and business verticals. • Follow up with department heads and team members on deliverables, deadlines, reports, and performance commitments. • Identify delays, execution gaps, and unresolved matters before they become critical. • Prepare daily, weekly, and monthly status reports for the Group CEO. • Support the CEO in monitoring important business transactions, fundraising activities, acquisitions, partnerships, and expansion projects. • Handle confidential and commercially sensitive assignments with complete discretion. Communication and Coordination • Manage and organise the Group CEO’s emails, messages, documents, and correspondence. • Draft professional emails, letters, presentations, meeting notes, reports, and internal communications. • Screen incoming requests and ensure that only relevant and properly prepared matters reach the Group CEO. • Communicate instructions clearly and professionally on behalf of the CEO. • Coordinate with senior executives, employees, investors, advisors, legal teams, banks, government authorities, vendors, and other stakeholders. • Maintain a structured database of important contacts, organisations, conversations, and follow-up requirements. AI, Automation and Productivity • Use AI tools to support research, content preparation, meeting summaries, document drafting, reporting, and data organisation. • Implement automation tools to streamline repetitive administrative and operational processes. • Develop automated reminders, follow-up systems, task dashboards, meeting workflows, and reporting mechanisms. • Use tools such as ChatGPT, Microsoft Copilot, Google Workspace, Notion, ClickUp, Asana, Monday.com, Zapier, Make, CRM platforms, or similar systems. • Continuously identify opportunities to improve productivity within the CEO’s office through technology and automation. • Maintain organised digital files, dashboards, databases, and document-management systems. Confidentiality and Governance • Maintain the highest level of confidentiality regarding business strategies, financial matters, transactions, employees, investors, and personal information. • Organise contracts, legal documents, corporate records, presentations, and confidential correspondence. • Ensure sensitive information is stored and shared only with authorised individuals. • Exercise sound judgement when handling confidential, urgent, or reputationally sensitive matters. Candidate Requirements • Minimum 3–5 years of relevant experience, preferably supporting a Group CEO, Founder, Chairman, Managing Director, or senior business leader. • Previous experience in a diversified group, investment company, healthcare organisation, technology company, family office, startup, or high-growth business environment will be preferred. • Strong understanding of executive-office management and senior-level business coordination. • Practical knowledge of AI tools, automation platforms, digital productivity systems, and project-management software. • Excellent written and spoken English. • Strong drafting, presentation, research, documentation, and reporting skills. • Advanced proficiency in Microsoft Office and Google Workspace. • Ability to manage multiple assignments, companies, projects, and deadlines simultaneously. • Must be based in Dubai or willing to relocate immediately. Required Attributes The successful candidate must be: • Exceptionally sharp, intelligent, and quick to understand instructions. • Highly organised and detail-oriented. • Proactive rather than dependent on repeated instructions. • Hardworking, disciplined, and execution-focused. • Capable of working under pressure and handling rapidly changing priorities. • Confident in dealing with senior executives and external stakeholders. • Loyal, discreet, dependable, and trustworthy. • Comfortable working closely with an entrepreneurial Group CEO. • Able to anticipate requirements and solve problems independently. • Persistent in following up and securing completion of assigned work. • Flexible regarding working hours, weekends, travel, and urgent business requirements. Working Conditions • This is a demanding, full-time leadership-support position based in Dubai. • The role requires availability seven days a week, including weekends when business requirements arise. • Working hours may vary depending on meetings, travel, transactions, and operational priorities. • The candidate must remain accessible for urgent coordination outside standard office hours. • The role may require domestic and international travel with the Group CEO. Apply for position : [email protected]

Minimum 3–5 years of relevant experience, preferably supporting a Group CEO, Founder, Chairman, Managing Director, or senior business leader. Prior experience in a diversified group, investment company, healthcare organisation, technology company, family office, startup, or high-growth business environment is preferred. Strong understanding of executive-office management and senior-level business coordination. Practical knowledge of AI tools, automation platforms, digital productivity systems, and project-management software. Excellent written and spoken English. Strong drafting, presentation, research, documentation, and reporting skills. Advanced proficiency in Microsoft Office and Google Workspace. Ability to manage multiple assignments, companies, projects, and deadlines simultaneously. Must be based in Dubai or willing to relocate immediately.

Executive and Strategic Support: Manage the Group CEO’s daily schedule, appointments, meetings, calls, travel, and business commitments; act as the central coordination point between the Group CEO and internal teams, senior management, investors, partners, consultants, and external stakeholders; prioritise meetings, communications, and tasks based on urgency and strategic importance; prepare the CEO with relevant documents, briefs, reports, agendas, and background information before meetings; attend meetings where required, record key discussions, prepare minutes, and track decisions and action items; convert verbal instructions and strategic discussions into clearly assigned and time-bound tasks; maintain strict follow-up until every assigned task is completed. Task and Project Management: Maintain a central tracker for the Group CEO’s priorities, projects, commitments, deadlines, and pending approvals; coordinate across multiple companies, departments, and business verticals; follow up with department heads and team members on deliverables, deadlines, reports, and performance commitments; identify delays, execution gaps, and unresolved matters before they become critical; prepare daily, weekly, and monthly status reports for the Group CEO; support the CEO in monitoring important business transactions, fundraising activities, acquisitions, partnerships, and expansion projects; handle confidential and commercially sensitive assignments with complete discretion. Communication and Coordination: Manage and organise the Group CEO’s emails, messages, documents, and correspondence; draft professional emails, letters, presentations, meeting notes, reports, and internal communications; screen incoming requests and ensure that only relevant and properly prepared matters reach the Group CEO; communicate instructions clearly and professionally on behalf of the CEO; coordinate with senior executives, employees, investors, advisors, legal teams, banks, government authorities, vendors, and other stakeholders; maintain a structured database of important contacts, organisations, conversations, and follow-up requirements. AI, Automation and Productivity: Use AI tools to support research, content preparation, meeting summaries, document drafting, reporting, and data organisation; implement automation tools to streamline repetitive administrative and operational processes; develop automated reminders, follow-up systems, task dashboards, meeting workflows, and reporting mechanisms; use tools such as ChatGPT, Microsoft Copilot, Google Workspace, Notion, ClickUp, Asana, Monday.com, Zapier, Make, CRM platforms, or similar systems; continuously identify opportunities to improve productivity within the CEO’s office through technology and automation; maintain organised digital files, dashboards, databases, and document-management systems. Confidentiality and Governance: Maintain the highest level of confidentiality regarding business strategies, financial matters, transactions, employees, investors, and personal information; organise contracts, legal documents, corporate records, presentations, and confidential correspondence; ensure sensitive information is stored and shared only with authorised individuals; exercise sound judgement when handling confidential, urgent, or reputationally sensitive matters.