Executive Personal Assistant

FIX Dessert Chocolatier; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A gourmet chocolate company in Dubai is seeking a highly organized Executive Assistant/Personal Assistant to support its Co-Founders. The ideal candidate will manage calendars, coordinate meetings, and assist with personal errands, ensuring efficiency and discretion. Candidates should have proven experience supporting C-level executives in a fast-paced environment, excellent organizational skills, and a strong command of English. The role offers competitive compensation and a dynamic working environment.

Benefits

Competitive salary and benefits package

Opportunity to work in an innovative environment

Collaborative culture that values creativity

Qualifications

• Proven experience as an Executive Assistant or Personal Assistant, preferably supporting C-level executives.
• Experience working in a fast-paced, executive-level environment.
• UAE-based experience or current residence in the UAE.

Responsibilities

• Manage the CEO and COO’s calendars and coordinate meetings.
• Prepare and format correspondence and reports with attention to detail.
• Maintain organized digital and physical filing systems.
• Screen and respond to communications on behalf of the executives.
• Assist with personal errands and travel arrangements for the executives.

Skills

Advanced proficiency in Microsoft Office Suite

Exceptional organizational and time-management skills

Excellent verbal and written communication skills in English

Strong attention to detail

Ability to work independently

Strong teamwork and collaboration skills

High level of professionalism and integrity

Job description

About Us

At FIX Dessert Chocolatier, we believe that indulgence should be an art. Founded in 2021 by Sarah Hamouda and Yezen Alani, FIX is dedicated to crafting exquisite chocolates that are as visually stunning as they are delicious. Each bar is a masterpiece, encased in premium chocolate and designed with vibrant, handcrafted patterns that make every bite an experience.

About the job

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant/Personal Assistant (EA/PA) to support our Co-Founders. The ideal candidate will provide high-level administrative support and manage various tasks with professionalism and discretion. This role requires excellent organizational skills, a keen sense of prioritization, and the ability to handle sensitive information with confidentiality.

Key Responsibilities

Executive Support:

• Manage the CEO and COO’s calendars, schedule appointments, coordinate meetings, and arrange travel (flights, accommodations, itineraries).
• Prepare, edit, and format correspondence, reports, and presentations with a high level of accuracy and attention to detail.
• Handle confidential and sensitive information with utmost discretion and professionalism.
• Maintain organized digital and physical filing systems for efficient retrieval of documents.
• Perform general administrative duties such as expense reporting, invoice processing, and office supply coordination.
• Act as a primary liaison between the executives and internal departments, ensuring clear and timely communication.
• Prepare meeting agendas, document detailed minutes, and track action items to ensure timely completion.
• Assist with planning, coordination, and execution of special projects, internal initiatives, and company events.
• Screen, prioritize, and respond to emails, phone calls, and other communications on behalf of the executives.
• Monitor deadlines and follow up proactively to ensure commitments and deliverables are met.

Personal Assistant Support:

• Manage personal calendars, appointments, reservations, and reminders for the executives.
• Assist with personal errands such as shopping, deliveries, and coordination of household-related tasks.
• Organize and maintain personal documents, records, and files.
• Coordinate personal and family travel arrangements, including bookings and itineraries.
• Handle ad-hoc personal tasks, ensuring efficiency, confidentiality, and discretion.
• Liaise with external service providers such as maintenance companies, household staff, banks, and medical facilities.
• Arrange personal or social events, celebrations, and gatherings as needed.
• Assist with purchasing and preparing gifts for personal or corporate occasions.
• Manage and track personal expenses and payments when assigned.
• Provide on-ground support during urgent personal matters or emergencies.
• Run errands inside or outside the office to facilitate seamless support for both professional and personal needs.

Skills and Experience

Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Exceptional organizational and time-management skills, with strong prioritization and multitasking abilities.
• Strong attention to detail and problem-solving skills, with a proactive approach to tasks.
• Excellent verbal and written communication skills in English.
• Ability to work independently with minimal supervision.
• Strong teamwork and collaboration skills.
• High level of professionalism, integrity, and discretion in handling sensitive information.

Experience

• Proven experience as an Executive Assistant or Personal Assistant, preferably supporting C-level executives.
• Experience working in a fast-paced, executive-level environment.
• Experience handling confidential and sensitive information with discretion.
• Experience working independently and supporting multiple priorities simultaneously.
• UAE-based experience or current residence in the UAE.

What We Offer

• Opportunity to work alongside a dynamic Co-Founders in an innovative and entrepreneurial environment.
• Competitive salary and benefits package.
• A collaborative culture that values creativity, learning, and making an impact.

Interested candidates may send their application to: [e-mail]