Personal Assistant to the Brand CEO & Strategic Advisor - ING499

Ingot; Dubai; On-site; AED 201,000 - 335,000; Full time

Job summary

INGOT in Dubai seeks a proactive Personal Assistant to provide trusted executive support to the CEO across two brands. You will manage calendars, coordinate international travel, and prepare briefing materials with discretion and professionalism.

The role requires strong English communication, high organization, and the ability to handle confidential information, often outside standard hours, in a fast-paced environment.

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.
• 3+ years as an Executive/Personal Assistant to C-suite leaders.
• Excellent written and spoken English with professional correspondence.
• Strong problem-solving and proactive planning to anticipate needs.
• Outstanding organizational and time-management skills across priorities.
• Ability to handle confidential information with discretion.
• Willingness to work beyond standard hours when required.

Responsibilities

• Manage the CEO’s calendar and priorities across two brands.
• Coordinate meetings, travel, and cross-functional priorities.
• Prepare, review, and consolidate board packs and briefing docs.
• Draft and manage correspondence with confidentiality and judgement.
• Attend meetings, take minutes, and follow up on actions.
• Coordinate domestic and international travel logistics including visas.
• Track KPIs, accounts, milestones, licensing, and risks proactively.
• Conduct research and prepare summaries to support decisions.
• Represent the CEO professionally with internal and external partners.
• Maintain strict confidentiality of sensitive information.

Skills

Executive Support

Calendar Management

Travel Coordination

Stakeholder Management

Discretion & Confidentiality

Education

Bachelor's degree in Business Administration

Tools

AI Tools

Job description

At INGOT, we believe in building high-performing teams where everyone is in the right seat - not just filling a role, but thriving in it. Our approach emphasizes in getting the right people in the right positions to drive business growth and success.

Here’s what that means for YOU:

• You’ll excel at what you do because you’re in a role that aligns with your skills and passions
• You’ll be aligned with our core values - High Ethics, Commitment and Innovation - we’re looking for team members who get it, want it, and have the capacity to do it
• We want you to thrive in an environment where your contributions matter, and you can make an impact on our mission.

If you’re a high-energy, results-driven professional who’s ready to take on a role that matches your expertise and values.

Purpose of Role/Summary:

The Personal Assistant provides trusted and seamless executive and administrative support to the CEO of INGOT Group's performance/scale brands, supporting them across both brands' strategic, operational, and governance activities. The role requires a highly presentable, intelligent, and discreet professional who can manage competing priorities across two brands and multiple stakeholders, safeguard confidential business information, and ensure the CEO's time, communications, and priorities are handled with the highest standard of judgment, efficiency, and professionalism.

Main Activities and Responsibilities:

• Manage the CEO’s calendar and priorities, coordinating meetings, travel, and cross functional priorities with brand leadership teams
• Act as the primary point of contact between the Brands CEO and teams reporting to the CEO, following up on deliverables, decisions, and action points on the CEO’s behalf
• Prepare, review, and consolidate board packs, performance reports, presentations, and briefing documents ahead of meetings with the Group Board, regulators, and strategic partners
• Draft, screen, and manage correspondence and communications on the CEO’s behalf, exercising sound judgment on prioritization and confidentiality
• Attend meetings when required, take accurate minutes, and ensure timely follow up and closure of action items
• Coordinate and manage domestic and international business travel logistics, including visas, itineraries, and accommodations
• Track KPI’s and performance updates , active accounts, FTD’s, and trading volume, and licensing, launch, and build out milestones escalating issues and flagging risks proactively
• Conduct research, gather information, and prepare summaries and analyses to support the CEO’s strategic and operational decision making
• Represent the CEO professionally with internal teams, external partners, regulators, and strategic stakeholders
• Maintain strict confidentiality of sensitive business, financial, and strategic information at all times

• Any other duties that are requested and relevant to the role.

Required Skills & Experience:

• Bachelor’s degree in Business Administration, Management, or a related field
• Minimum 3+ years of experience as an Executive Assistant or Personal Assistant supporting C-suite executives, founders, or senior leadership
• Excellent written and spoken English, with strong communication and professional correspondence skills
• High intelligence, strong critical thinking, and proactive problem-solving skills, with the ability to anticipate the executive’s needs, identify potential issues, and take appropriate action independently
• Outstanding organizational and time-management skills, with the ability to manage complex schedules, multiple priorities, deadlines, and competing demands across multiple businesses and stakeholders
• Strong stakeholder management and interpersonal skills, with the confidence and professionalism to liaise with senior executives, leadership teams, business partners, clients, and high-profile individuals
• Advanced proficiency in AI tools and productivity technologies, with the ability to leverage AI to improve research, organization, communication, planning, and day-to-day efficiency
• Strong attention to detail and the ability to prepare, review, and coordinate high-quality documents, presentations, reports, correspondence, and meeting materials
• Ability to work with a high degree of autonomy, take ownership of tasks, follow through on commitments, and maintain a proactive approach without requiring constant supervision
• Exceptional adaptability and composure in a fast-paced environment, with the ability to respond effectively to changing priorities and time-sensitive requests
• High level of professionalism, confidentiality, loyalty, and integrity when representing and supporting the executive
• Flexibility and availability to accommodate the executive’s schedule, including outside standard working hours, weekends, travel, and urgent matters when required.

Further Info:

• Working hours are 09:00 - 18:00, Monday to Friday
• The role is based full-time in Dubai, UAE (onsite - no hybrid or remote work).