Executive Assistant to CEO

My Vapery; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading vape shop in Dubai seeks an Executive Coordinator to support the Managing Director. The role involves managing the ClickUp workspace, overseeing workflows, and ensuring effective communication. The ideal candidate has 3-5+ years in a similar role, advanced skills in ClickUp, and excellent communication abilities. Join a fast-paced, multicultural environment that values reliability and proactive task management.

Qualifications

• 3–5+ years experience in an executive assistant or operations coordinator role.
• Advanced proficiency in ClickUp or similar project management tools.
• Strong sense of ownership and reliability.

Responsibilities

• Manage the company’s ClickUp workspace and ensure task clarity.
• Prepare weekly and monthly updates summarizing key outcomes.
• Proactively follow up with team members on pending actions.

Skills

ClickUp management

Excellent written and spoken English

Communication and interpersonal skills

Ability to work independently

Tools

ClickUp

Asana

Monday.com

Job description

The Role We are seeking a highly organized, proactive, and tech-savvy Executive Coordinator to support the Managing Director (MD) of our organization. This is not a traditional administrative role. the ideal candidate will act as the primary point of contact between the MD and the wider team, manage internal operations via ClickUp, and streamline communication and project flow. You’ll play a critical role in ensuring the MD’s time is protected and used strategically, while maintaining visibility and momentum across tasks, deadlines, and team coordination. Key Responsibilities : ClickUp Management & Workflow Oversight

• Own and manage the company’s ClickUp workspace, ensuring tasks, priorities, and timelines are clear and consistently updated.
• Create and maintain dashboards, views, and automations that support leadership visibility and decision-making.
• Troubleshoot task bottlenecks and ensure nothing falls through the cracks.
• Serve as the first point of contact for internal updates, task tracking, and project follow-up — escalating only what the MD needs to personally review.
• Attend meetings (when required) on behalf of the MD or alongside them, summarizing actions and ensuring follow-through. Reporting & Information Flow
• Prepare weekly and monthly updates for the MD, summarizing key outcomes, deadlines, and team activity.
• Generate high-level reports for leadership decision-making.
• Maintain confidentiality and accuracy in all information shared. Task Delegation & Follow-Up
• Ensure that tasks are assigned to the appropriate team members and tracked through to completion.
• Proactively follow up with team members on pending actions and overdue deliverables. Notification & Alert Optimization
• Manage ClickUp alerts and notifications to ensure the MD is only notified of high-priority or time-sensitive items. Requirements
• 3–5+ years experience in an executive assistant, operations coordinator, or similar role — ideally supporting C-suite or senior leadership.
• Advanced proficiency in ClickUp (or strong transferable experience with other project / task management tools like Asana, Monday.com, etc.).
• Excellent written and spoken English; Arabic is a plus, but not required.
• Strong sense of ownership, reliability, and ability to work independently.
• Exceptional communication and interpersonal skills, capable of liaising across teams and roles.
• Ability to think critically, prioritize tasks, and protect the MD’s time.
• Comfortable working in a fast-paced, multicultural environment. About the company My Vapery is one of Dubais leading vape shops online with an extensive range of quality vaping products. We present to our clients the freshest e-liquid brands from across the world with the finest flavours. Most importantly, all our e-liquids are ESMA approved.No matter who you are, a wholesale or retail customer, the one thing that you can be assured of is receiving industry-leading, high-quality products that have set the standards for global e-liquid manufacturing and distribution. Whether youre looking for top-of-the-line E-cigarettes in UAE or wish to purchase quality E-liquids in Dubai, we are here to serve you!