Senior Executive Assistant to the CEO – Founder’s Office & Operations

Senior Executive Assistant to the CEO – Founder’s Office & Operations 📍 Dubai, UAE 🏢 ZIADA DC 💼 Full-time | On-site About ZIADA ZIADA is an international mobility and corporate services company supporting entrepreneurs, business owners, investors, and families with UAE company formation, residency programs, second citizenship, international expansion, and related business services. As the company continues to grow across the UAE, Egypt, Spain, and international markets, we are seeking a highly capable, technology-driven, and exceptionally organized Senior Executive Assistant to work directly with the CEO and support the Founder’s Office and company operations. The Role This is not a routine administrative or traditional secretarial position. The successful candidate will operate as the CEO’s execution partner—protecting executive time, translating decisions into action, following up relentlessly, coordinating multiple stakeholders, and ensuring that important tasks are completed accurately and on time. The role requires strong ownership, sound judgment, discretion, technical confidence, and the ability to perform effectively in a fast-moving entrepreneurial environment with multiple companies, clients, projects, deadlines, and international partners. Key Responsibilities • Own and optimize the CEO’s calendar, inbox, priorities, meetings, and follow-up system. • Convert meetings, voice notes, messages, and executive decisions into structured tasks, owners, deadlines, and measurable next steps. • Prepare daily and weekly executive reports covering priorities, pending decisions, deadlines, risks, follow-ups, and completed work. • Track multiple projects across operations, sales, business development, marketing, partnerships, client onboarding, and international expansion. • Coordinate with internal teams, clients, suppliers, lawyers, government-related service providers, and international partners. • Manage confidential client and company documents, including passports, bank statements, contracts, invoices, corporate documents, and immigration files. • Create and maintain dashboards, trackers, SOPs, workflows, task boards, document libraries, and follow-up systems. • Use CRM and task-management platforms to ensure that no client, deadline, commitment, or executive instruction is missed. • Conduct structured research on suppliers, partners, offices, events, markets, regulations, travel arrangements, and business opportunities. • Coordinate complex travel, meetings, events, speaking engagements, accommodation, itineraries, and international schedules. • Draft professional emails, WhatsApp messages, reports, meeting summaries, presentations, and executive correspondence in Arabic and English. • Support client onboarding, supplier coordination, B2B partnerships, and cross-border operational requirements. • Use AI and automation tools to improve productivity, research, reporting, document preparation, and follow-up accuracy. • Handle genuinely urgent matters outside regular working hours when business circumstances require it. Required Qualifications • Minimum 5 years of hands-on experience supporting a Founder, CEO, business owner, or C-level executive. • Previous experience as an Executive Assistant, Executive Operations professional, Chief of Staff Associate, Office Manager, or similar role with direct ownership of outcomes. • Fluent Arabic and professional-level English, with excellent written and verbal communication skills. • Currently based within commuting distance of Dubai and available for full-time on-site work. • Advanced proficiency in Google Workspace or Microsoft 365, including Calendar, email, Excel/Google Sheets, documents, presentations, and shared-drive management. • Hands-on experience with platforms such as ClickUp, Asana, Monday.com, Notion, Trello, Zoho CRM, Pipedrive, HubSpot, or equivalent systems. • Confidence using AI productivity tools such as ChatGPT, Microsoft Copilot, Gemini, or similar platforms. • Demonstrated ability to manage multiple priorities, urgent deadlines, sensitive information, and rapidly changing executive requirements. • Strong attention to detail, discretion, accountability, follow-up discipline, and problem-solving ability. • Evidence of creating systems, reports, workflows, SOPs, or dashboards—not only completing routine administrative tasks. Preferred Experience • Founder-led businesses, startups, scale-ups, consulting, immigration, global mobility, corporate services, or other fast-paced professional services environments. • Chief of Staff, PMO, project coordination, process improvement, sales operations, or business operations responsibilities. • Managing sensitive client documentation and coordinating with lawyers, government-related service providers, international partners, and external suppliers. • Supporting operations across multiple companies, offices, countries, or time zones. • Immediate or short-notice availability is preferred. Working Style Required We are looking for someone who: • Takes ownership without waiting for repeated instructions. • Anticipates problems and executive requirements before they become urgent. • Communicates clearly, briefly, and accurately. • Follows up persistently and professionally until tasks are completed. • Is comfortable with responsibility, accountability, confidentiality, and a demanding operational environment. • Uses technology to work faster and more accurately. Hiring Process Shortlisted applicants may be invited to complete a structured AI screening interview, followed by a practical executive-operations assessment and a final management interview. • Please apply only if your experience includes direct executive support, hands-on operational responsibility, strong digital capabilities, and working in a genuinely fast-paced environment. Show more Show less