Executive Assistant

Job Description – Executive Assistant to Founder & CEO 1. Role Purpose The Executive Assistant will provide comprehensive executive, administrative, operational, HR, project coordination and personal/family secretarial support to the Founder & CEO. The role will act as a central coordination point between the Founder, employees, project teams, clients, finance, government authorities, vendors and external service providers across UAE, India and Singapore. The primary objective is to ensure business, operational and agreed personal matters are organised, tracked and completed within timelines, reducing the Founder's involvement in routine coordination. The individual must demonstrate ownership, initiative, confidentiality, integrity, flexibility and strong organisational skills. 2. Key Roles & ResponsibilitiesA. Executive Assistance & CEO Office • Manage the Founder's calendar, appointments, meetings and schedules. • Coordinate domestic/international travel, accommodation and logistics. • Manage correspondence, reminders and delegated follow-ups. • Prepare meeting agendas, minutes, presentations and reports. • Track important discussions, commitments, decisions and deadlines. • Coordinate with internal and external stakeholders on behalf of the Founder. B. Business Operations & Internal Coordination • Coordinate day-to-day administrative and operational activities across UAE, India and Singapore. • Act as the central coordination point between the Founder and employees/teams. • Follow up on assigned tasks, deliverables and deadlines. • Maintain action trackers and coordinate internal meetings. • Monitor pending activities, identify bottlenecks and escalate delays. • Assist with SOPs, internal processes and weekly operational reporting. C. Family Secretary & Personal Administration • Coordinate agreed personal and family-related administrative matters. • Manage personal appointments, travel, reservations and schedules. • Coordinate documentation, renewals, registrations, payments and personal errands. • Liaise with banks, property managers, vendors and service providers. • Maintain reminders and trackers for personal commitments. • Ensure strict confidentiality in all personal and family matters. D. Recruitment & Talent Acquisition • Coordinate recruitment activities and publish job advertisements. • Source and screen candidates against agreed requirements. • Liaise with recruitment agencies, candidates and hiring managers. • Schedule interviews and maintain recruitment trackers. • Coordinate offer documentation, joining formalities and onboarding. • Support workforce planning and hiring administration. E. HR Administration & Employee Coordination • Maintain employee records, personnel files and HR documentation. • Coordinate onboarding, exits, attendance, leave and employee records. • Coordinate payroll inputs, expense claims and reimbursements with finance. • Manage medical insurance enrolment, renewals and employee documentation. • Track probation periods, contract renewals, visas and employee deadlines. • Support employee engagement and internal communications. • Maintain confidentiality of employee and compensation information. F. Government Liaison, PRO & Corporate Administration • Liaise with government departments, free-zone, immigration and labour authorities. • Coordinate with PROs, legal consultants and corporate service providers. • Coordinate visas, work permits, renewals, cancellations and related documentation. • Track expiry dates of visas, Emirates IDs, insurance, establishment cards and trade licences. • Coordinate licence renewals, applications, submissions and government appointments. • Maintain compliance calendars, records and follow-ups. • Escalate legal, regulatory and compliance matters requiring professional advice. G. PMO & Project Administration • Provide coordination support to project managers and delivery teams. • Maintain project trackers covering status, milestones, deliverables and timelines. • Coordinate project meetings, minutes and action items. • Follow up on project updates, timesheets and outstanding deliverables. • Coordinate project onboarding, client documentation and resource allocation. • Assist with project reporting, invoicing documentation and escalation of delays. H. Resource Planning & Workforce Coordination • Coordinate resource requirements and availability with project managers. • Maintain resource allocation, utilisation, availability and leave trackers. • Coordinate resource onboarding, deployment and internal transfers. • Track timesheets and resource allocation updates. • Highlight resource conflicts and availability gaps to management. I. Client & Business Coordination • Coordinate routine communication with clients and business partners. • Schedule client meetings, reviews, demonstrations and follow-ups. • Coordinate project updates, documentation and client requirements. • Track client commitments, approvals, deliverables and pending actions. • Coordinate client onboarding, vendor registration and purchase orders. • Follow up on timesheet approvals, documentation and administrative commitments. J. Invoice, Accounts & Commercial Administration • Coordinate customer invoice preparation and submissions with finance. • Track purchase orders, invoices, outstanding payments and supporting documents. • Follow up with clients on invoice acknowledgements and payment status. • Coordinate vendor invoices, employee expenses and reimbursements. • Maintain records of recurring payments, subscriptions and renewals. • Support intercompany documentation across UAE, India and Singapore. • Provide periodic updates on receivables and pending commercial matters. K. Vendor, Office & General Administration • Coordinate office administration, facilities and maintenance. • Liaise with vendors, suppliers, landlords and service providers. • Obtain quotations and coordinate procurement requirements. • Manage office supplies, equipment and administrative expenses. • Coordinate travel, bookings, logistics and vendor onboarding. • Maintain contracts, subscriptions and renewal records

The Executive Assistant will provide comprehensive executive, administrative, operational, HR, project coordination and personal/family secretarial support to the Founder & CEO. The role will act as a central coordination point between the Founder, employees, project teams, clients, finance, government authorities, vendors and external service providers across UAE, India and Singapore. The primary objective is to ensure business, operational and agreed personal matters are organised, tracked and completed within timelines, reducing the Founder's involvement in routine coordination. The individual must demonstrate ownership, initiative, confidentiality, integrity, flexibility and strong organisational skills.