Executive & Personal Assistant

Phakarin Holding; Dubai; Hybrid; AED 89,000 - 179,000; Part time

Job summary

Phakarin Holding in Dubai, UAE, invites applications for a part-time Executive & Personal Assistant to the CEO. This role blends high-level administrative support with personal tasks, requiring utmost discretion, reliability, and organization in a hybrid work setting.

You will manage calendars, coordinate international travel, arrange meetings for VIPs, and handle confidential communications while balancing CEO's personal commitments.

Qualifications

• Previous experience as an Executive Assistant or similar role.
• Experience supporting a CEO or senior executive is highly preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and follow-up abilities.
• Ability to manage multiple priorities independently.
• Proactive mindset with the ability to anticipate requirements.
• Excellent communication and interpersonal skills.
• Professional appearance and conduct.
• Ability to work under pressure and adapt to changing priorities.
• Proficiency in Microsoft Office and calendar-management tools.
• Experience in an international or multicultural business environment is an advantage.

Responsibilities

• Manage the CEO's calendar, appointments, meetings, and daily priorities.
• Schedule and coordinate business meetings, calls, and video conferences.
• Coordinate with internal teams, international offices, business partners, clients, and other stakeholders.
• Prepare and organize meeting materials, documents, presentations, and correspondence.
• Track and follow up on action items, decisions, and pending matters.
• Manage emails, calls, messages, and other communications as required.
• Manage the CEO's personal schedule and appointments.
• Coordinate personal meetings, reservations, bookings, and arrangements.
• Assist with personal errands and logistical requirements.
• Coordinate travel arrangements for domestic and international trips, visas, and itineraries.
• Coordinate meetings and visits involving VIP guests, clients, and partners.
• Maintain organized CEO office and records; monitor deadlines and follow-ups.

Skills

Organizational skills

Time management

Discretion

Communication

Multilingual

Calendar management

Tools

Microsoft Office

Outlook

Job description

Executive & Personal Assistant to the CEO

About Phakarin Holding Phakarin Holding is a diversified, multi-country business group headquartered in Dubai, with offices and business operations across the UAE, Thailand, Malaysia, China, and Turkey. The Group operates across multiple sectors and works with international business partners, clients, suppliers, senior executives, and stakeholders across different markets and cultures. We operate in a dynamic, fast-paced, and international environment where professionalism, discretion, reliability, flexibility, and strong organizational skills are highly valued.

About the Role

We are looking for a highly organized, proactive, trustworthy, and detail-oriented Executive & Personal Assistant to the CEO to provide direct support across both the CEO's professional and personal affairs. This is a part-time, hybrid position based in Dubai, combining office-based work with flexibility to work remotely when appropriate. The successful candidate will work closely with the CEO and will be responsible for managing schedules, coordinating meetings, international travel, guests, communications, follow-ups, personal appointments, reservations, and day-to-day priorities. The role requires a high level of confidentiality, discretion, professional judgment, flexibility, and responsiveness.

Key Responsibilities

Executive & Business Support

• Manage the CEO's calendar, appointments, meetings, and daily priorities.
• Schedule and coordinate business meetings, calls, and video conferences.
• Coordinate with internal teams, international offices, business partners, clients, and other stakeholders.
• Prepare and organize meeting materials, documents, presentations, and correspondence.
• Track and follow up on action items, decisions, and pending matters.
• Manage emails, calls, messages, and other communications as required.

Personal Assistance

• Manage the CEO's personal schedule and appointments.
• Coordinate personal meetings, reservations, bookings, and arrangements.
• Assist with personal errands and logistical requirements.
• Coordinate personal commitments alongside the CEO's business schedule.
• Proactively anticipate the CEO's needs and priorities.

Travel & International Coordination

• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Coordinate meetings and appointments during international business trips.
• Assist with visas, travel documentation, and other logistical requirements.
• Coordinate travel arrangements for accompanying guests when required.
• Adapt quickly to changes in travel plans and schedules.

Guests, Meetings & Protocol

• Coordinate meetings and visits involving VIP guests, clients, and business partners.
• Arrange meeting logistics, hospitality, transportation, and refreshments.
• Coordinate business gifts and courtesy arrangements for important meetings and occasions.
• Maintain a professional standard when dealing with VIPs and senior stakeholders.

Office & Administrative Coordination

• Assist in maintaining an organized and efficient CEO office.
• Maintain records, documents, contacts, schedules, and administrative information.
• Coordinate with relevant departments regarding the CEO's requirements.
• Monitor deadlines and proactively follow up on pending matters.

Confidentiality & Trust

This position involves access to confidential business, financial, strategic, and personal information. The successful candidate must demonstrate exceptional integrity, discretion, confidentiality, trustworthiness, and professional judgment at all times.

Requirements

• Previous experience as an Executive Assistant, Personal Assistant, Executive Secretary, or similar role.
• Experience supporting a CEO, Chairman, Managing Director, or senior executive is highly preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and follow-up abilities.
• Ability to manage multiple priorities independently.
• Proactive mindset with the ability to anticipate requirements.
• Excellent communication and interpersonal skills.
• Professional appearance and conduct.
• Ability to work under pressure and adapt to changing priorities.
• Proficiency in Microsoft Office and common digital communication and calendar-management tools.
• Experience in an international or multicultural business environment is an advantage.

Language Requirements

Fluent English and Persian (Farsi) are essential requirements. The candidate must be confident in both written and spoken English and Persian and be able to communicate professionally with the CEO, senior management, business partners, clients, guests, and international stakeholders.

Additional Languages

• Arabic
• Turkish
• Mandarin Chinese
• Other languages relevant to the Group's international operations

Multilingual candidates with strong cross-cultural communication skills will be strongly preferred.

Personal Attributes

• Highly trustworthy and discreet
• Proactive and resourceful
• Highly organized and detail-oriented
• Reliable and responsible
• Flexible and adaptable
• Professional and well-presented
• Confident when dealing with VIPs and senior executives
• Excellent at communication and relationship management
• Comfortable handling both business and personal matters
• Able to anticipate needs rather than simply react to requests

Position Details

• Job Title: Executive & Personal Assistant to the CEO
• Location: Dubai, UAE
• Employment Type: Part-Time
• Work Arrangement: Hybrid
• Reports To: CEO
• Travel: Occasional international travel may be required