Executive Assistant & Business Operations UAE View role

YAZ Media; Dubai; On-site; AED 279,000 - 424,000; Full time

Job summary

YAZ Media seeks an Executive Assistant & Business Operations lead to be the Founder & CEO's right hand in Dubai. You will guard the CEO's time, manage the operating rhythm, and ensure decisions become action across Creative, Studio, PR, Technology, Growth, Finance, and HR.

In this role, you will own the calendar, track commitments, and liaise with department heads and external partners. The position blends executive support with business operations, demanding discretion, ownership, and proactive

Qualifications

• Excellent written and spoken English (Arabic a strong advantage).
• 4+ years in EA/COs or similar, with 2+ years supporting a founder/CEO/C-level exec.
• Experience in agency/media/fast-growth is a plus.
• Proven ability to manage follow-ups and hold others accountable without direct authority.
• Familiarity with Google Workspace and project management tools (ClickUp, HubSpot).
• Knowledge of UAE business administration: licensing, visas, gov portals, vendor processes.
• Discretion, sound judgment, calm under pressure.
• Based in Dubai with flexibility for travel and extended hours; driving license a plus.

Responsibilities

• Own the CEO's calendar end to end, filter requests, and act as gatekeeper.
• Prepare briefing notes, agendas, and background research for key meetings.
• Draft emails and messages for the CEO in English and Arabic.
• Manage business and personal travel, visas, itineraries, and logistics.
• Run weekly leadership cadence and quarterly planning with department heads.
• Track priority projects, client commitments, and delivery risks across departments.
• Coordinate with Finance on invoicing, vendor payments, and approvals.
• Support HR on hiring pipelines, onboarding, and documentation.
• Maintain SOPs, templates, and a secure filing system for contracts.

Skills

English proficiency

Tools

Google Workspace

ClickUp

HubSpot

Job description

# Executive Assistant & Business OperationsDepartmentMediaLocationUAETypeFull-timeApply nowOn this page1. 01Company Overview2. 02Job Overview3. 03Responsibilities and Duties4. 04Preferred QualificationsApply now01## Company OverviewYAZ Media is a group of five specialist agencies: YAZ Creative, YAZ Social, YAZ Communications, YAZ Production and YAZ Technology. We help brands and institutions be understood by the people they serve, in their language, in their context and wherever attention lives today. Our clients range from growing businesses to Fortune 500 companies, UAE government entities and regional brands. Our briefs range from a single campaign to work that spans several disciplines at once. You'll work alongside strategists, creatives, producers, communications specialists and technologists who expect clear thinking, well-made work and ownership of what you deliver.02## Job OverviewThe Executive Assistant & Business Operations lead is the Founder & CEO's right hand. The role protects the CEO's time, runs the operating rhythm of the agency, and makes sure decisions turn into action across Creative, Studio, PR, Technology, Growth, Finance, and HR.This is not a diary-management role. You will own the CEO's calendar and correspondence, and you will also own the follow-through: tracking commitments, chasing owners, flagging risks early, and keeping leadership meetings, reports, and priorities on schedule. Half executive support, half business operations.You report directly to the Founder & CEO and work daily with department heads, the Finance Manager, HR, and external partners. The standard is simple: nothing the CEO commits to gets dropped.03## Responsibilities and Duties1. Executive Support & Time Management* Own the CEO's calendar end to end: meetings, priorities, deadlines, and protected focus time.* Filter requests and act as gatekeeper, deciding what reaches the CEO, what gets delegated, and what gets declined.* Prepare briefing notes, agendas, and background research before every key meeting, pitch, and negotiation.* Draft emails, letters, and messages on behalf of the CEO in English and Arabic.* Manage business and personal travel, visas, itineraries, and logistics.* Handle personal and family administration with complete discretion.1. Operating Rhythm & Leadership Cadence* Run the agency's leadership cadence: weekly leadership meetings, department check-ins, monthly reviews, and quarterly planning.* Set agendas, take minutes, and log decisions and action items with clear owners and deadlines.* Follow up on every action item until it is closed. Escalate when owners miss deadlines.* Prepare a weekly CEO dashboard covering pipeline, delivery, cash collection, hiring, and key risks.1. Business Operations & Cross-Department Follow-Through* Track priority projects and client commitments across departments and flag delivery risks before they become escalations.* Coordinate with Finance on invoicing follow-ups, receivables, vendor payments, and approvals.* Coordinate with HR on hiring pipelines, onboarding, offboarding, and employee documentation.* Support tender and proposal submissions with administrative requirements: company documents, registrations, supplier portals, and submission deadlines.* Manage vendor, supplier, and service provider relationships, including quotations, contracts, and renewals.* Maintain company licenses, registrations, memberships, and renewal calendars.1. Systems, Processes & Documentation* Keep ClickUp clean and current for leadership priorities, action items, and operational tracking.* Build and maintain SOPs, playbooks, templates, and checklists so work can be delegated without the CEO.* Identify repeated bottlenecks and propose fixes, including automations and AI tools where they save real time.* Maintain an organized, secure filing system for contracts, legal documents, and company records.1. Strategic Projects & Special Assignments* Support the CEO on strategic initiatives such as partnerships, new business lines, investor or partner discussions, and organizational build-out.* Conduct research and prepare decks, summaries, and recommendations on request.* Coordinate company events, client hospitality, and leadership offsites.1. Confidentiality & Stakeholder Management* Handle sensitive commercial, financial, legal, and employee information with strict confidentiality.* Represent the CEO professionally with clients, government entities, partners, and staff.* Keep communication clear and consistent between the CEO, leadership, and the wider team.04## Preferred Qualifications* 4+ years as an Executive Assistant, Chief of Staff, Business Operations Coordinator, or similar, with at least 2 years supporting a founder, CEO, or C-level executive.* Experience in an agency, media, consultancy, or fast-growing business is a strong advantage.* Excellent written and spoken English. Professional business Arabic (written and spoken) is a strong advantage.* Proven ability to run follow-ups and hold people accountable without direct authority.* Strong command of Google Workspace and project management tools. ClickUp and HubSpot experience is an advantage.* Comfortable with basic reporting: spreadsheets, dashboards, and simple financial tracking.* Working knowledge of UAE business administration: licensing, visas, government portals, and vendor processes.* Absolute discretion, sound judgment, and calm under pressure.* Based in Dubai, with flexibility for occasional travel and extended hours when needed. UAE driving license is an advantage.