Personal Assistant to the CEO

BxT Trading; Dubai; On-site; AED 180,000 - 300,000; Full time

Job summary

BxT Trading is seeking a Personal Assistant to the CEO to provide proactive, confidential support in a fast-paced, international energy trading environment. The PA will manage the CEO’s agenda, coordinate ManCo activities, organize complex travel and executive events, and handle high-level communications with stakeholders.

Successful candidates will have prior PA/EA experience to a CEO or C-level executive, strong organizational skills, and fluency in English (French/Arabic a plus).

Qualifications

• Proven experience as a Personal Assistant / Executive Assistant to a CEO, Managing Director or C-level executive.
• Experience in energy, commodities, trading, financial services or another fast-paced international environment would be an advantage.
• Excellent organizational and time-management capabilities.
• Ability to manage multiple priorities and respond effectively to last-minute changes.
• Highly proactive, resourceful and able to anticipate executive needs.

Responsibilities

• Manage the CEO’s agenda and complex calendar, prioritizing meetings and commitments.
• Organize internal and external meetings with ManCo members, shareholders, partners and senior stakeholders.
• Anticipate priorities and proactively manage scheduling conflicts and last-minute changes.
• Coordinate correspondence, invitations, documents and information requiring the CEO’s attention.
• Prepare meeting packs, presentations, briefing materials and relevant documentation.
• Act as a trusted point of contact between the CEO and key stakeholders.
• Handle confidential and sensitive information with discretion.
• Coordinate ManCo meetings, agendas, invitations, logistics and supporting documentation.
• Maintain the calendar of key meetings, governance milestones and management events.
• Coordinate travel arrangements including flights, hotels, transportation, visas and itineraries.
• Organize seminars, strategy sessions, off-sites and team events; liaise with suppliers for logistics.
• Support visits from shareholders, partners and other senior stakeholders.

Skills

Executive support

Stakeholder management

Discretion

Time management

Tools

Outlook

PowerPoint

Word

Excel

Teams

Job description

The Personal Assistant to the CEO provides high-level, proactive and confidential support to the CEO of BxT Trading, ensuring the effective management of his agenda, priorities, travel and day-to-day executive activities.

The role also acts as a central coordination point for the Management Committee (ManCo), supporting the organization of key meetings, seminars, business travel and executive events.

Operating in a fast-paced and international energy trading environment, the PA is expected to demonstrate a high degree of responsiveness, flexibility, discretion and anticipation.

Key Responsibilities

CEO Support

• Manage the CEO’s agenda and complex calendar, ensuring effective prioritization of meetings and commitments.
• Organize internal and external meetings with ManCo members, shareholders, business partners and senior stakeholders.
• Anticipate the CEO’s priorities and proactively manage scheduling conflicts and last-minute changes.
• Coordinate correspondence, invitations, documents and information requiring the CEO’s attention.
• Prepare meeting packs, presentations, briefing materials and relevant documentation.
• Act as a trusted point of contact between the CEO and key internal and external stakeholders.
• Handle confidential and sensitive business information with the highest level of discretion.

ManCo Coordination

• Coordinate ManCo meetings, including agendas, invitations, logistics and supporting documentation.
• Maintain the calendar of key ManCo meetings, governance milestones and management events.
• Coordinate with ManCo members ahead of key meetings and deadlines.
• Support the preparation and circulation of presentations and meeting materials.
• Track and follow up on key actions and decisions when required.

Business Travel & Executive Logistics

• Manage the CEO’s business travel arrangements, including flights, hotels, transportation, visas and detailed itineraries.
• Coordinate complex and sometimes last-minute travel requirements.
• Support ManCo travel arrangements when required.
• Coordinate executive meetings, business lunches, dinners and external engagements.

Seminars & Corporate Events

• Organize ManCo seminars, strategy sessions, off-sites and team events.
• Coordinate venues, accommodation, transportation, catering and other logistics.
• Liaise with internal teams and external suppliers to ensure seamless execution.
• Support the organization of visits from shareholders, partners and other senior stakeholders.

Profile & Experience

• Proven experience as a Personal Assistant / Executive Assistant to a CEO, Managing Director or C-level executive.
• Experience in energy, commodities, trading, financial services or another fast-paced international environment would be an advantage.
• Excellent organizational and time-management capabilities.
• Ability to manage multiple priorities and respond effectively to last-minute changes.
• Highly proactive, resourceful and able to anticipate executive needs.
• Excellent interpersonal and communication skills.
• Strong professional presence when dealing with senior executives, shareholders and external partners.
• Absolute discretion and ability to handle confidential information.
• Strong proficiency in Outlook, PowerPoint, Word, Excel and Teams.
• Fluent English required; French and/or Arabic would be an advantage.
• Confidentiality & discretion
• Responsiveness & flexibility
• Executive-level stakeholder management
• Attention to detail
• Ability to work under pressure

The Personal Assistant will be a trusted partner to the CEO and a key facilitator for the BxT Trading ManCo, helping ensure that executive priorities, meetings, travel and management activities are coordinated efficiently in a demanding trading environment.