Leadership Team Executive Assistant

Rouya Public Relations

Executive Assistant to Leadership Team (Multi Executive Support)

Location: Dubai, UAE
Type: Full time (on site hybrid)
Reports to: CEO (dotted line to COO & CSO)
Confidentiality: High; NDA required

Purpose of the Role

Enable the leadership team to focus on high value decisions and relationships by architecting time, information, and workflows. The EA embodies Ihsan ( ) excellence with integrity protecting focus, elevating communication quality, and ensuring frictionless execution across the week.

Key Outcomes (first 90 days)

• Time architecture: Single source of truth for calendars and priorities across 3 executives; conflict rate 2% of total meetings.
• SLAs met: P1 responses 30 min, P2 same day; inbox triage to 25 unprocessed items daily per exec.
• Meeting quality: Prep packs delivered 24h prior; action logs circulated 2h post meeting; decision latency reduced by 20 30%.
• Board/leadership cadence: Predictable agenda rhythm and document version control with zero confidentiality incidents.

Responsibilities

1) Calendar & Time Management

• Orchestrate complex, multi time zone calendars for the CEO and Managing Partners; build weekly buffers, travel holds, and decision windows.
• Proactively resolve clashes using clear priority rules; communicate trade offs to stakeholders.

2) Communication & Gatekeeping

• Draft, proof, and send executive-level correspondence, maintaining voice consistency and brand tone.
• Guard focus: triage inbound requests, negotiate priorities, and say no diplomatically with alternatives.

3) Meeting & Decision Enablement

• Own meeting lifecycle: objective agenda pre reads participants room/VC minutes action tracking.
• Prepare briefings for managing partners and internal reviews; capture decisions and owners in a live tracker.

4) Travel & Logistics (GCC/International)

• End to end travel: visas, flights, hotels, ground, contingencies; coordinate with protocol teams when relevant.
• Build travel packs (itineraries, contact sheets, talking points) and maintain a 24/7 escalation tree while travelling.

5) Board & Executive Governance

• Coordinate board/steerco packs, version control, and deadlines; ensure secure distribution and access permissions.
• Track actions/decisions and follow through ahead of the next cadence.

6) Systems, Tools & Data Hygiene

• Maintain the company s single source of truth for priorities, tasks, and key docs.
• Implement lightweight PM hygiene (labels, rules, automations) across Google Workspace and ClickUp.

7) Confidentiality, Risk & Compliance

• Enforce need to know access; sanitise/redact documents; manage signatures and legal templates (e.g., NDAs).
• Anticipate and mitigate operational risks; maintain incident logs and after action notes when needed.

Required Experience & Skills

• 5 8+ years supporting multiple senior executives (CEO/COO/CSO or equivalent), ideally in the UAE/GCC.
• Demonstrated judgment under time pressure; ability to set and defend SLAs and boundaries.
• Exceptional written and verbal English; Arabic a plus.
• Advanced proficiency in Google Workspace or Microsoft 365 (calendar rules, shared inboxes, Sheets/Excel, Docs/Word, Slides/PowerPoint), Zoom/Teams, and a task system (Asana/ClickUp/Notion, etc.).
• Strong document control (versioning, permissions), redaction, and basic data privacy awareness.
• High discretion, maturity, and diplomacy with VIP stakeholders; culturally attuned to UAE norms and rhythms (including Ramadan and public holidays).

Nice to Have

• Experience coordinating with government/protocol offices or board secretariats.
• Investor relations or strategic partnerships exposure.
• Light project management certification or proven ops background.

Ways of Working

• Dubai based; standard business hours with flexibility for peaks, travel weeks, and cross time zone commitments.
• Daily check ins with execs; weekly planning; monthly review of time metrics and process improvements.

Success Metrics (ongoing)

• SLA adherence: 95% for P1/P2.
• Meeting effectiveness: 90% of meetings with pre reads and post actions in tracker; unnecessary meetings reduced 15 20%.
• Time ROI: Documented hours saved per exec (3 5h/week target).
• Quality & trust: Zero confidentiality breaches; stakeholder satisfaction 4.5/5.