Executive Assistant to Chief Executive Officer

SwiftNine Limited; Dubai; On-site; AED 167,000 - 279,000; Full time

Job summary

SwiftNine Limited is seeking an experienced CEO/Executive Assistant to act as the right hand to the founder. You will protect the CEO’s time, manage priorities, organize information across multiple companies and projects.

You will handle calendar management, communications, follow-ups, meeting prep, notes, and internal coordination with senior stakeholders, aiming to increase the CEO’s focus and productivity. The role requires speed, discretion, and excellent English.

Qualifications

• 2–5+ years of experience as an Executive Assistant or similar role.
• Excellent written and spoken English.
• Strong organizational and follow-up skills.
• Ability to manage multiple tasks at once.
• Comfortable with tools like Google Calendar, Gmail, WhatsApp, Slack, ClickUp, Notion, Google Docs/Sheets, and CRM systems.
• High level of confidentiality and trustworthiness.
• Strong judgment and problem-solving ability.
• Comfortable dealing with senior people, partners, vendors, and team members.

Responsibilities

• Protect the CEO’s time by managing priorities and schedules.
• Coordinate calendars, emails, messages, and communications across teams.
• Track commitments and follow up with internal and external stakeholders.
• Prepare briefs, notes, and action items for meetings.
• Support internal coordination across departments and leadership teams.
• Organize files, contracts, proposals, and important records with confidentiality.
• Assist with travel, logistics, and personal/business arrangements.
• Summarize information for decision-making and drive execution.

Skills

Time management

Prioritization

Written English

Oral communication

Discretion

Tools

Google Calendar

Gmail

WhatsApp

Slack

ClickUp

Notion

Google Docs

Sheets

CRM systems

Job description

The CEO Assistant / Executive Assistant will act as the right hand to the CEO. Your job is to protect the CEO’s time, manage priorities, follow up with people, organize information, and make sure important tasks do not fall through the cracks.

You must be fast, discreet, detail-oriented, and able to handle multiple companies, projects, meetings, and communications at once.

Key Responsibilities

1. Calendar & Schedule Management

• Manage the CEO’s daily, weekly, and monthly calendar.
• Schedule meetings, calls, interviews, and internal reviews.
• Make sure the CEO is prepared before every meeting.
• Avoid unnecessary meetings and protect deep work time.
• Coordinate across time zones when needed.

2. Communication Management

• Monitor and organize emails, WhatsApp messages, LinkedIn messages, and other communication channels where required.
• Prioritize important messages and flag urgent matters.
• Draft replies, follow-ups, and professional messages.
• Make sure no important person, client, partner, vendor, or team member is left unanswered.

3. Follow-Up & Execution Tracking

• Track commitments made by the CEO.
• Follow up with internal team members, partners, vendors, clients, and stakeholders.
• Maintain a clear list of pending tasks, deadlines, and next steps.
• Make sure people deliver what they promised.
• Chase updates without needing to be reminded.

4. Meeting Preparation & Notes

• Prepare short briefs before important meetings.
• Take meeting notes when required.
• Convert meeting discussions into action items.
• Assign owners and deadlines.
• Follow up after meetings to ensure execution.

5. CEO Task Management

• Maintain the CEO’s master task list.
• Organize tasks by priority, urgency, company, and department.
• Remind the CEO of important decisions and deadlines.
• Keep the CEO focused on high-value tasks.
• Reduce mental clutter by organizing everything clearly.

6. Internal Coordination

• Collect updates from department heads and team members.
• Help coordinate between sales, operations, finance, HR, marketing, tech, and leadership.
• Prepare basic reports and summaries for the CEO.
• Identify delays, blockers, and missed deadlines.
• Escalate important issues quickly.

7. Research & Briefing

• Research companies, people, partners, tools, competitors, and opportunities.
• Prepare short, clear summaries for decision-making.
• Build lists, comparison sheets, and basic market research when needed.
• Help the CEO move faster with better information.

8. Personal & Business Logistics

• Assist with travel bookings, appointments, reservations, documents, and logistics.
• Organize files, contracts, proposals, and important records.
• Coordinate with drivers, vendors, accountants, lawyers, agencies, and service providers when required.
• Handle confidential personal and business matters with professionalism.

What Success Looks Like

• The CEO is more organized, focused, and productive.
• Important tasks are never forgotten.
• Meetings are properly scheduled and prepared.
• Follow-ups happen without the CEO reminding you.Communication becomes faster and cleaner.
• Internal teams are chased properly.
• Deadlines are tracked and completed.
• The CEO feels less operational pressure because you are managing the system around him.

Requirements

• 2–5+ years of experience as an Executive Assistant, CEO Assistant, Founder Assistant, Operations Assistant, or similar role.
• Excellent written and spoken English.
• Strong organizational and follow-up skills.
• Ability to manage multiple tasks at once.
• Comfortable using tools like Google Calendar, Gmail, WhatsApp, Slack, ClickUp, Notion, Google Docs, Sheets, and CRM systems.
• Strong attention to detail.
• Ability to work in a fast-paced environment.
• High level of confidentiality and trustworthiness.
• Strong judgment and problem-solving ability.
• Comfortable dealing with senior people, partners, vendors, and team members.
• Available and responsive during working hours.

Ideal Candidate

• Extremely organized.
• Fast and proactive.
• Calm under pressure.
• Detail-obsessed.
• Loyal and discreet.
• Strong at follow-ups.
• Good at writing professional messages.
• Comfortable chasing people respectfully.
• Able to think one step ahead.
• Not waiting to be told everything.
• Able to bring structure to chaos.

Key Performance Indicators

• CEO calendar accuracy.
• Number of missed follow-ups.
• Speed of task completion.
• Quality of meeting notes and action items.
• Responsiveness.
• Quality of communication.
• Ability to reduce CEO workload.
• Internal team follow-up efficiency.
• Confidentiality and professionalism.
• Ability to manage priorities independently.

Working Style

This role requires speed, ownership, and high standards. You must be comfortable working closely with a founder/CEO who moves fast, manages multiple businesses, and expects clear communication and strong execution.

• You will be expected to take initiative, organize chaos, and make the CEO’s day easier, sharper, and more productive.