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Executive Assistant
Executive AssistantMILELE MOTORS FZE • Dubai, Dubai, United Arab Emirates
Executive Assistant

Executive Assistant

MILELE MOTORS FZE • Dubai, Dubai, United Arab Emirates
22 منذ أيام
الوصف الوظيفي

Role Summary

Milele is scaling from a fast-growing trading business to a disciplined systems-led organization with Fortune-500 ambition. The Executive Assistant (EA) to the CEO is the force-multiplier for the chief executive owning the CEOs time priorities and information flow; creating visibility and cadence; and ensuring follow-through on critical decisions.

Key Responsibilities

  • Time & Prioritization: Own the CEO's calendar, travel and daily agenda; protect focus time. Apply time ROI triage anti-meeting rules and escalation protocols. Ensure pre-reads/decision memos and options are ready for each meeting. Prepare meeting briefs with objectives, context, risks and talking points. Capture decisions/actions in real time; ensure follow-up completion.
  • Operating Cadence & Program Management: Run WBR/MBR/QBR with agendas, scorecards and concise narratives highlighting deltas, risks and asks. Track company-wide strategic initiatives (owners, dates, risks); escalate blockers early.
  • Communications & Stakeholder Management: Draft internal/external communications on behalf of the CEO (emails, memos, speeches, LinkedIn). Prepare board and investor materials; manage logistics and minutes with discretion. Represent CEO with investors, suppliers and public officials. Synthesize ambiguity into 1-page briefs using Pyramid Principle / MECE. Maintain live Decisions & Actions Log; ensure downstream alignment. Apply professional gatekeeping with judgment and tact.
  • Information Documents & Knowledge Management: Maintain a single source of truth for CEO files, briefs and templates (Teams/SharePoint). Standardize and enforce document templates and hygiene. Manage access control, auditability and confidentiality.
  • Travel, Events & Logistics: Plan complex international travel with cost/risk controls. Organize leadership offsites, VIP visits and high-stakes meetings end-to-end. Provide limited personal support to ensure seamless execution.
  • Automation & Tools (AI First): Use Microsoft 365 Teams Power Automate for workflow orchestration. Leverage generative AI (ChatGPT, Claude, Gemini) for summarization, drafting and research. Build basic dashboards in Excel/Power BI.

Professional Standards

  • Availability: On-call across time zones; quick response (15 min within working hours, 60 min after hours).
  • Quality: Zero-defect mindset; double-check all names/numbers; cite sources.
  • Writing: Concise, decision-oriented executive summaries first; bullet points preferred.
  • Professional Presence: Calm under pressure; respectful challenge when needed.
  • Client Service: Anticipatory, discreet, proactive.
  • Work Ethic: Comfortable with extended hours as in elite consulting/IB environments.
  • Compliance: DA signed background checks cleared; anti-bribery and data privacy adherence.

Qualifications & What Were Looking For

Education:

  • Bachelors degree required (Business, Communications, Operations or related).
  • Masters/MBA preferred.

Experience:

  • 6 years supporting C-suite/founders in high-growth or multi-country organizations.
  • Demonstrated success implementing executive cadences (OKRs, WBR/MBR, board packs).
  • Proven experience working directly with a UHNWI CEO/Chairman/Founder in a fast-paced high-stakes environment.

Technical Skills:

  • Advanced Microsoft 365: Outlook, Teams, SharePoint, Excel (pivots/lookups), PowerPoint.
  • Comfortable with workflow tools and dashboards.
  • Strong document control and knowledge management habits.

Communication & Leadership:

  • Exceptional writing and synthesis skills.
  • High EQ, mature judgment, impeccable discretion.
  • Systems thinker focused on leverage and time savings.

Languages:

  • Excellent spoken/written English required.

Nice to Have (Differentiators)

  • Certifications: CAP (IAAP), PMP (PMI) or equivalent.
  • Experience in fundraising, investor relations or board governance.

Cultural Fit & Mindset

This role is not for everyone. You will be working directly with a UHNWI CEO/Founder in a high-stakes, high-velocity environment where expectations are on par with elite consulting, investment banking and global leadership offices.

The right candidate will:

  • Thrive under pressure and maintain composure even when timelines are tight and stakes are high.
  • Be solution-oriented, anticipating problems before they arise and proposing clear options with pros/cons.
  • Operate with total discretion; confidentiality is non-negotiable.
  • Embrace direct, concise communication and welcome respectful challenge to achieve the best outcome.
  • Show extreme ownership — if it\'s yours, it\'s done without handholding.
  • Adapt quickly to changing priorities, time zones and last-minute shifts in the CEO\'s schedule.
  • Possess a service mindset without being subservient; proactively supporting while protecting priorities.
  • Maintain high personal standards in appearance, professionalism and ethics at all times.

If you\'re looking for a comfortable predictable 9-to-5 job this is not the role for you. If you want to operate at the highest level, create massive leverage for a top CEO and be trusted with sensitive business-critical matters we want to hear from you.

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