Executive Assistant

Optimal Fitness; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A dynamic fitness company in Dubai seeks an Executive PA to ensure the CEO's time is safeguarded while managing information flow and overseeing project initiatives. The role involves planning, tracking, and ensuring operational readiness through effective communication. Candidates should have proven experience in executive support, excellent project management skills, and the ability to manage priorities efficiently. This position requires a meticulous and organized approach to help drive strategic priorities.

Qualifications

• Proven experience supporting senior executives as an Executive Assistant or similar role.
• Strong ability to manage multiple projects and priorities efficiently.
• Exceptional organizational skills and meticulous attention to detail.

Responsibilities

• Provide executive support to the CEO, managing calendar, travel, and meetings.
• Coordinate and track CEO-sponsored projects and workstreams.
• Ensure effective communication flow to and from the CEO.

Skills

Project management

Time management

Communication

Decision making

Job description

Executive PA

The role safeguards the CEO’s time Comfort we ;[ty conta?]. This text in the job includes: “The role safeguards the CEO’s time, manages information flow and coordinates execution so that the CEO can focus on high‑value strategic, commercial and leadership activities.”

This role involves planning and tracking projects, preparing decision‑ready information, anticipating operational risks and ensuring that meetings, communication and follow‑up are handled with rigour. The Executive PA combines traditional PA responsibilities with strong project management capability, enabling the CEO to run the business with greater visibility, predictability and control.

Key Areas of Responsibility

KAR 1: Executive Support, Time and Priority Management

Provide comprehensive executive support to the CEO, including calendar, travel, meeting preparation and document management, with a focus on optimising time allocation to strategic priorities. This includes gatekeeping, prioritising inbound requests, preparing agendas and pre‑reads, and ensuring every interaction has a clear purpose, expected outcome and required follow‑up.

Delegated authority

• Authority to accept/decline/reschedule meetings on behalf of the CEO within agreed parameters and priority rules.
• Authority to request information, pre‑reads and follow‑up actions from senior leaders and external stakeholders to ensure CEO readiness.

KPIs

• % of CEO time aligned to agreed strategic priorities per quarter.
• % of meetings with agenda and pre‑reads shared at least 24 hours in advance.
• Number of meetings cancelled or rescheduled due to lack of preparation or clashes.

Feedback and Reporting

• Weekly 15–30 minute check‑in with CEO to review calendar, priorities, constraints and adjustments.
• Monthly reflection on time‑use patterns and optimisation recommendations presented to CEO (and, where relevant, Chief of Staff/Head of Operations).

KAR 2: Project Management of CEO‑Sponsored Initiatives

Plan, coordinate and track key CEO‑sponsored projects and workstreams, ensuring clear scoping, timelines, responsibilities and progress visibility. This includes building and maintaining project plans, following up on actions, identifying risks and dependencies and escalating issues early to enable timely decision‑making.

Delegated authority

• Authority to convene project check‑ins, request updates and chase actions from project owners and contributors on behalf of the CEO.
• Authority to maintain and circulate official project status reports and raise red/amber issues for CEO/Executive attention.

KPIs

• % of CEO‑sponsored project milestones delivered on or ahead of agreed timelines.
• Number of overdue critical actions outstanding per week across active projects.
• Stakeholder satisfaction with clarity of project communication and status (measured via simple periodic pulse).

Feedback and Reporting

• Fortnightly or monthly consolidated project status report to CEO summarising progress, risks, decisions required and next steps.
• Post‑implementation review support (capturing lessons learned, updating templates and improving processes).

KAR 3: Executive Communication, Information Flow and Documentation

Ensure that information flowing to and from the CEO is structured, accurate, timely and actionable, supporting high‑quality decisions and clear communication across the organisation and with external stakeholders. This includes drafting, editing and formatting documents, presentations and correspondence, as well as maintaining an organised digital environment for files, notes and project materials.

Delegated authority

• Authority to draft, edit and send routine communication on behalf of the CEO within defined guidelines.
• Authority to request clarification, supporting documents and data from teams to complete CEO‑level documents and packs.

KPIs

• Turnaround time for preparing meeting packs, briefs and follow‑up communication.
• Error rate in documents prepared (e.g. factual, formatting, or confidentiality issues).
• CEO satisfaction rating on quality and usefulness of briefing materials and communication.

Feedback and Reporting

• Regular feedback loops from CEO on document quality, tone, level of detail and structure, with visible improvements over time.
• Quarterly review of templates and standards for decks, briefs and reports.

KAR 4: Relationship, Stakeholder and Rhythm Management

Coordinate and maintain key relationships and operating rhythms around the CEO, including leadership meetings, board/ shareholder touchpoints, key client/partner interactions and internal engagement moments. This includes planning cadences, preparing agendas and ensuring that agreed rhythms are respected and productive.

Delegated authority

• Authority to schedule and manage recurring leadership, board and key stakeholder meetings within agreed frameworks.
• Authority to manage invite lists, pre-work expectations, and follow‑up distribution lists.

KPIs/Templates_ASM list