Executive Assistant

Executive Assistant to CEO Confidential Private Office | UAE About the Role A highly confidential Private Office is seeking an experienced Executive Assistant to support senior leadership in the administration, coordination, documentation, and follow-through of formal instructions, decisions, correspondence, and governance matters. This is a high-trust Executive Office position requiring exceptional discretion, sound judgement, administrative discipline, attention to detail, and the ability to manage sensitive matters with absolute confidentiality. The successful candidate will serve as a central coordination point for senior-level matters, ensuring that instructions and decisions are accurately documented, appropriately directed, tracked through execution, and formally closed. The role will also provide senior meeting administration, including preparation of agendas and meeting materials, minute-taking, decision and action tracking, governance records, and follow-through on agreed actions. Key Responsibilities: Executive Office Coordination Coordinate and document formal instructions, decisions, correspondence, and executive-level actions. Ensure matters are accurately recorded, appropriately assigned, and followed through to completion. Monitor outstanding actions, dependencies, deadlines, and approvals. Identify matters requiring clarification or escalation and ensure they are progressed through the appropriate channels. Maintain accurate records and audit trails of significant decisions and actions. Board & Governance Administration Coordinate Board, committee, and senior-level meetings. Prepare agendas, meeting packs, briefing materials, and supporting documentation. Attend meetings as required and prepare accurate minutes and formal records of decisions. Maintain registers of decisions, actions, and approvals. Follow up on agreed actions and ensure appropriate closure. Maintain secure and orderly governance records. Executive Documentation & Correspondence Prepare and coordinate formal correspondence, memoranda, decision papers, briefing materials, and other executive documentation. Ensure documents are accurate, complete, appropriately reviewed, and consistent with authorised decisions and instructions. Maintain document classification, version control, confidentiality, and appropriate distribution. Coordinate with legal advisers where formal legal review or documentation is required. Confidentiality & Information Stewardship Handle highly sensitive and confidential information with exceptional discretion. Apply strict need-to-know principles when handling and distributing information. Maintain secure records and appropriate information-access controls. Exercise sound judgement in verbal, written, and electronic communications. Immediately escalate any actual or suspected confidentiality, information-security, or protocol concerns. Executive Office Support Work closely with senior leadership to translate direction and priorities into clear administrative actions. Coordinate information and responses across relevant functions and stakeholders. Maintain visibility of matters requiring senior leadership attention. Coordinate Executive Office support resources and ensure clear ownership, priorities, continuity, and follow-through. Candidate Profile We are seeking an accomplished professional with substantial experience in senior executive administration, Board support, governance, or Executive Office coordination, preferably gained within a highly confidential and hierarchical environment. Relevant backgrounds may include: Private Office Family Office Royal or Sovereign Office Government Diplomatic environment Military environment Corporate Executive Office Board / Governance Office Other similarly high-trust environments Required Experience & Skills Significant experience in senior executive administration, governance, Board support, or Executive Office coordination. Proven experience handling highly confidential and sensitive matters. Strong ability to prepare formal correspondence, minutes, decision records, executive papers, and governance documentation. Excellent organisational and follow-through skills. Ability to coordinate multiple stakeholders and competing priorities. Strong judgement and understanding of authority, hierarchy, escalation, and protocol. Exceptional attention to detail and document accuracy. Ability to work independently while operating within established procedures and reporting structures. Outstanding written and verbal communication skills. Fluency in English and Arabic, both written and spoken, is required. Education A Bachelor's degree in Law or another relevant discipline is strongly preferred. A legal background is advantageous because the role involves formal governance, authority, documentation, and senior-level decision processes. However, this position is not a legal advisory or practising lawyer role. Strong executive administration, governance coordination, judgement, discretion, and follow-through are central to the position. Confidentiality Notice This is a highly confidential appointment. Further information regarding the organisation, principal, reporting structure, and specific responsibilities will be shared only with appropriately shortlisted candidates and subject to the applicable recruitment process. Candidates are expected to demonstrate a proven record of professional discretion, confidentiality, integrity, and judgement. Application Interested candidates are invited to submit an updated CV outlining their relevant Executive Office, Board, governance, senior administration, or high-confidentiality experience. Only shortlisted candidates will be contacted.

Significant experience in senior executive administration, governance, Board support, or Executive Office coordination. Proven experience handling highly confidential and sensitive matters. Strong ability to prepare formal correspondence, minutes, decision records, executive papers, and governance documentation. Excellent organisational and follow-through skills. Ability to coordinate multiple stakeholders and competing priorities. Strong judgement and understanding of authority, hierarchy, escalation, and protocol. Exceptional attention to detail and document accuracy. Ability to work independently while operating within established procedures and reporting structures. Outstanding written and verbal communication skills. Fluency in English and Arabic, both written and spoken, is required. A Bachelor's degree in Law or another relevant discipline is strongly preferred.

Executive Office Coordination: Coordinate and document formal instructions, decisions, correspondence, and executive-level actions. Ensure matters are accurately recorded, appropriately assigned, and followed through to completion. Monitor outstanding actions, dependencies, deadlines, and approvals. Identify matters requiring clarification or escalation and ensure they are progressed through the appropriate channels. Maintain accurate records and audit trails of significant decisions and actions. Board & Governance Administration: Coordinate Board, committee, and senior-level meetings. Prepare agendas, meeting packs, briefing materials, and supporting documentation. Attend meetings as required and prepare accurate minutes and formal records of decisions. Maintain registers of decisions, actions, and approvals. Follow up on agreed actions and ensure appropriate closure. Maintain secure and orderly governance records. Executive Documentation & Correspondence: Prepare and coordinate formal correspondence, memoranda, decision papers, briefing materials, and other executive documentation. Ensure documents are accurate, complete, appropriately reviewed, and consistent with authorised decisions and instructions. Maintain document classification, version control, confidentiality, and appropriate distribution. Coordinate with legal advisers where formal legal review or documentation is required. Confidentiality & Information Stewardship: Handle highly sensitive and confidential information with exceptional discretion. Apply strict need-to-know principles when handling and distributing information. Maintain secure records and appropriate information-access controls. Exercise sound judgement in verbal, written, and electronic communications. Immediately escalate any actual or suspected confidentiality, information-security, or protocol concerns. Executive Office Support: Work closely with senior leadership to translate direction and priorities into clear administrative actions. Coordinate information and responses across relevant functions and stakeholders. Maintain visibility of matters requiring senior leadership attention. Coordinate Executive Office support resources and ensure clear ownership, priorities, continuity, and follow-through.