Executive Assistant To CEO

BANDB CONCIERGE SERVICES FZCO; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A premium concierge service in Dubai is seeking an experienced Executive Assistant to support the General Manager. Responsibilities include managing the CEO’s calendar, organizing travel logistics, overseeing compliance in Dubai, and enhancing operational efficiency. The ideal candidate will have strong communication skills, attention to detail, and experience in coordinating across multiple offices. Join us to play a vital role in ensuring seamless operations and exceptional service delivery.

Responsibilities

• Full ownership of the CEO's calendar and priorities.
• Organization of all travel arrangements, including flights and hotels.
• Support operational needs of other country office and teams.
• Track and distinguish between personal and corporate payments.
• Maintain an orderly digital structure using Google Drive and Notion.
• Draft and respond to communications with clarity and professionalism.
• Automate and standardize processes for travel and bookings.
• Maintain a protocol of key relationships and milestones.
• Oversee local admin and compliance in Dubai.

Skills

Stakeholder communication

Cross-office support

Brand-aligned representation

Attention to detail

Discretion

Process optimization

UAE coordination

Executive-level reporting

Job description

EXECUTIVE ASSISTANT, reporting directly to the General Manager.

The duties include:

1. Executive Support & Time Management

• Full ownership of the CEO’s calendar, priorities and briefings.
• Anticipation of daily needs and coordination of short-, mid- and long-term agendas.
• Preparation of morning briefings and end-of-day summaries.

2. Travel & Logistics Coordination

• Organization of all travel arrangements (flights, hotels, visas, transfers).
• Management of frequent travel across Dubai, Europe and key destinations, considering preferences (drivers, airlines, hotels, restaurants).
• Delivery of complete travel itineraries with documents, agendas and contingency options.

3. Back Office & Madrid Support

• Support operational needs of other country office (suppliers, orders, coordination).
• Foster rhythm and structure between teams and offices.
• Assist with motivational initiatives and employee support (including personal matters, where needed, to enhance well-being and performance).

4. Finance & Payment Oversight

• Track and distinguish between personal and corporate payments.
• Monitor invoices, service delivery, and maintain traceable records.
• Coordinate with accounting and legal teams in other country and Dubai.

5. Digital Organization & Systems

• Maintain an orderly digital structure (Google Drive, Notion, Excel), version-controlled and well-labelled.
• Archive bookings, invoices, communications.
• Develop templates and recurring checklists.

6. Communication & Representation

• Draft and respond to communications with clarity, diplomacy, and professionalism.
• Uphold the tone and image of the brand: elegant, human, and decisive.
• Ensure strong executive presence in all interactions with stakeholders.

7. Operational Systemization

• Automate and standardize processes for travel, bookings, gifts, and supplier workflows.
• Create and update SOPs to minimize error and inefficiencies.

8. Relationship & Brand Care

• Maintain a detailed protocol of key relationships and milestones (birthdays, events).
• Manage thoughtful gifting and client care initiatives.
• Reinforce brand values across all personal and professional touchpoints.

9. Dubai Operations & Representation

• Oversee local admin and compliance (licenses, visas, registrations).
• Coordinate suppliers, clients, and authorities in the UAE.
• Support the General Manager on legal, operational, and regional matters.
• Act as local representative when formally authorized.

Skills

Skilled in stakeholder communication, cross-office support, and brand-aligned representation. Strong attention to detail, discretion, and process optimization. Experienced in UAE coordination and executive-level reporting.