Executive Assistant to Chief Executive Officer

Executive Assistant Location: Dubai, UAE About the Role XellED is seeking a highly organised, proactive and dependable Executive Assistant to provide comprehensive support to the Founder and help drive the effective execution of key business priorities. The role will involve managing executive commitments, coordinating with senior stakeholders and international schools, and ensuring that meetings, events, projects and follow-ups are handled with care, precision and professionalism. The successful candidate will bring strong ownership, sound judgement and the ability to work confidently in a fast- paced, growing education advisory environment. Key Responsibilities:- Founder Support & Execution • Anticipate the Founder’s requirements, identify operational gaps and proactively resolve routine coordination issues, exercising sound judgement on matters requiring escalation. • Maintain a central tracker of decisions, actions, owners, deadlines and progress arising from the Founder’s meetings and instructions; follow up independently with internal teams and flag delays, dependencies and matters requiring attention. • Prepare agendas, briefing notes, minutes, presentations and concise updates; draft and manage professional correspondence on behalf of the Founder, and maintain organized records of communications and executive documents with discretion and confidentiality. Events Coordination • Manage end-to-end coordination of XellED’s events, school presentations, parent engagements, conferences and international roadshows, covering timelines, budgets, invitations, registrations, venues, vendors and event-day logistics; liaise with schools, speakers and partners, prepare schedules and briefing materials, and coordinate post-event feedback and follow-ups. • Coordinate podcasts from guest outreach and background research through scheduling, recording, production and publication, including guest briefs, recording logistics, production timelines, approvals and follow-ups. Institutional Engagements & Travel • Liaise with Heads of Schools, educational leaders and their offices to arrange meetings, visits, presentations, podcast recordings and partnership discussions; maintain an up-to-date institutional contact database, prepare school profiles and meeting briefs, and track introductions, commitments and follow-up actions. • Support the Founder’s international travel and school engagements in coordination with the relevant PA or travel support, including itineraries, appointments, briefing packs, meeting objectives and post-visit follow-ups. Qualifications & Experience • Bachelor’s degree in Business Administration, Management, Communications or a related discipline. • 3 to 5 years of relevant experience in executive assistance, supporting founders or senior leadership, or managing high-level administrative and project coordination responsibilities. • Demonstrated ability to independently coordinate events, meetings, projects, travel and external stakeholder engagements. • Prior experience working with senior executives, founders, school leaders or institutional stakeholders would be an advantage.• Strong written and spoken English, with the ability to draft polished correspondence and prepare clear briefing documents and meeting summaries. • Proficiency in Microsoft Office and Google Workspace; familiarity with project-management tools and action trackers. • Prior international exposure through education overseas or professional experience in an international organization or multicultural work environment is strongly preferred. Experience engaging with people from different cultural backgrounds will be an added advantage, given XellED’s interactions with families and institutions across the UK, UAE and Switzerland. Key Competencies • Excellent organisation, planning and time-management skills, with the ability to manage competing priorities. • Strong ownership, follow-through and accountability, with a proactive approach to anticipating needs and closing action items. • Confident stakeholder management and the ability to communicate effectively with senior leaders and international contacts. • High attention to detail and accuracy in scheduling, documentation and coordination. • Sound judgement, discretion and the ability to handle confidential matters appropriately. • Calm, adaptable and solutions-oriented approach when working under pressure or with changing priorities. • Professional presence, interpersonal sensitivity and confidence in cross-cultural interactions.

• Bachelor’s degree in Business Administration, Management, Communications or a related discipline. • 3 to 5 years of relevant experience in executive assistance, supporting founders or senior leadership, or managing high-level administrative and project coordination responsibilities. • Demonstrated ability to independently coordinate events, meetings, projects, travel and external stakeholder engagements. • Prior experience working with senior executives, founders, school leaders or institutional stakeholders would be an advantage. • Strong written and spoken English, with the ability to draft polished correspondence and prepare clear briefing documents and meeting summaries. • Proficiency in Microsoft Office and Google Workspace; familiarity with project-management tools and action trackers. • Prior international exposure through education overseas or professional experience in an international organization or multicultural work environment is strongly preferred. Experience engaging with people from different cultural backgrounds will be an added advantage, given XellED’s interactions with families and institutions across the UK, UAE and Switzerland.

Founder Support & Execution: Anticipate the Founder’s requirements, identify operational gaps and proactively resolve routine coordination issues, exercising sound judgement on matters requiring escalation. Maintain a central tracker of decisions, actions, owners, deadlines and progress arising from the Founder’s meetings and instructions; follow up independently with internal teams and flag delays, dependencies and matters requiring attention. Prepare agendas, briefing notes, minutes, presentations and concise updates; draft and manage professional correspondence on behalf of the Founder, and maintain organized records of communications and executive documents with discretion and confidentiality. Events Coordination: Manage end-to-end coordination of XellED’s events, school presentations, parent engagements, conferences and international roadshows, covering timelines, budgets, invitations, registrations, venues, vendors and event-day logistics; liaise with schools, speakers and partners, prepare schedules and briefing materials, and coordinate post-event feedback and follow-ups. Coordinate podcasts from guest outreach and background research through scheduling, recording, production and publication, including guest briefs, recording logistics, production timelines, approvals and follow-ups. Institutional Engagements & Travel: Liaise with Heads of Schools, educational leaders and their offices to arrange meetings, visits, presentations, podcast recordings and partnership discussions; maintain an up-to-date institutional contact database, prepare school profiles and meeting briefs, and track introductions, commitments and follow-up actions. Support the Founder’s international travel and school engagements in coordination with the relevant PA or travel support, including itineraries, appointments, briefing packs, meeting objectives and post-visit follow-ups.