Executive Assistant to CEO

Black & Grey HR Consultancy FZE; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Black & Grey HR Consultancy FZE is seeking a highly organized Executive Assistant to support the CEO in Dubai. The ideal candidate will have over 5 years of experience in logistics or shipping, demonstrating strong communication, stakeholder management, organizational skills, and proficiency in MS Office. Responsibilities include managing the CEO’s calendar, preparing agendas and presentations, and ensuring timely execution of decisions and initiatives. An attractive salary and benefits are offered.

Qualifications

• 5+ years’ experience as an Executive Assistant supporting senior leadership/CEO in logistics or shipping.
• Strong organizational, multitasking, and follow-up skills.
• Excellent communication and documentation abilities.
• Ability to manage confidential information professionally.
• Strong stakeholder management and coordination skills.

Responsibilities

• Manage the CEO’s calendar, meetings, travel, and daily priorities.
• Prepare meeting agendas, presentations, and track action items.
• Maintain the CEO Business Action Tracker with timelines and ownership.
• Coordinate with stakeholders to ensure timely execution.
• Draft professional emails, reports, and presentations on behalf of the CEO.

Skills

Organizational skills

Communication skills

Stakeholder management

Multitasking

Follow-up skills

Tools

MS Office

Presentation tools

Job description

Black & Grey HR is looking for a highly organized and proactive Executive Assistant to support the CEO in managing priorities, tracking key action items, and ensuring timely closure of decisions and initiatives within a logistics/shipping environment. The role requires strong coordination, stakeholder management, follow-up, and communication skills to ensure smooth execution across all business functions.

Key Responsibilities

• Manage the CEO’s calendar, meetings, travel, and daily priorities.
• Prepare meeting agendas, presentations, MOMs, and track action items for closure.
• Maintain and monitor the CEO Business Action Tracker (BAT) with timelines and ownership.
• Coordinate with internal and external stakeholders to ensure timely execution and elevate delays when required.
• Draft professional emails, reports, memos, and presentations on behalf of the CEO.
• Act as a liaison between the CEO’s office, senior leadership, clients, and international partners.
• Manage confidential records, correspondence, and documentation.
• Handle administrative coordination including travel, visas, insurance claims, and networking activities.
• Provide weekly updates on pending actions, priorities, and closure status.

Requirements

• 5+ years’ experience as an Executive Assistant supporting senior leadership/CEO within the logistics or shipping industry is mandatory.
• Strong organizational, multitasking, and follow-up skills.
• Excellent communication and documentation abilities.
• Ability to manage confidential information with professionalism.
• Strong stakeholder management and coordination skills.
• Proficiency in MS Office, presentations, and reporting tools.

Benefits

Attractive Salary + Benefits