Job Description

A family of 4 is seeking a highly organized, proactive, and adaptable personal/executive assistant to provide comprehensive support to a busy CEO, his family, and their dynamic lifestyle ASAP. For the first year, the role will primarily be based in Abu Dhabi, UAE, and thereafter the candidate could choose to either continue there or to work remotely from their home country. The schedule is to be determined but will be Monday through Friday, and approximately 45 hours each week, but flexibility and adaptability is required for any sudden changes. The ideal candidate will thrive in a fast-paced environment, possess exceptional communication and problem-solving skills, and demonstrate the ability to handle multiple tasks efficiently. This role requires discretion, attention to detail, a growth mindset, and a commitment to maintaining the highest standards of excellence.

Responsibilities

To be able to manage complex and dynamic calendars, ensuring to coordinate with everyone's schedules. Helping with both executive duties for the principal, as well as personal duties for the family, so you must be confident and an expert at multitasking. Manage multiple time zones and adjust schedules accordingly to accommodate changing priorities and last-minute adjustments. Assist in the planning and organizing of travel for the CEO and his family, including flights, accommodations, ground transportation, visa requirements, and activities, etc. Manage documents for travel including multiple passports, entry/exit paperwork, and Global Entry memberships, whilst coordinating with the security team on travel logistics as needed. Take care of and schedule any personal appointments for the family, such as doctors and dentists' visits. Create a system to track family appointments, possible weekend activities, family excursions, preferred restaurants and other such items across various family members and global locations. Take on support for special projects as requested by the CEO and his family. Plan and organize meetings, events, conferences, hosting, and travel ensuring all arrangements align with the principals' preferences and requirements. Coordinate with external partners, vendors, and service providers. Handle and maintain accurate records, files, and databases, as well as conduct research and gather information on relevant topics. Serve as a liaison between the executive and internal/external stakeholders. Conveying messages, instructions, and updates with clarity and professionalism. Ensure that correspondence is kept up to date, via emails, and other communications.

Qualifications

Confident in problem-solving and decision-making. You will be handling confidential information, so discretion is always required. Required to coordinate with the family's wider support teams. At least 5 years of experience serving in a senior administrative support position as a personal assistant or executive assistant supporting high-level executives and their families in a fast-paced environment. A minimum of 4 years of experience in executive travel coordination, including flights, lodging, and ground transportation. Exceptional organizational skills and attention to detail, with the ability to prioritize and manage multiple tasks simultaneously. Experience in a travel agency or similar role involving travel coordination is highly desirable. Very tech-savvy with advanced knowledge of online software and productivity tools. Ability to learn new tools quickly.

Requirements

The candidate must be willing to relocate to Abu Dhabi ASAP, or at least by September 2024 through May 2025. The family spend their summers in Connecticut. Exceptional command of the English language, both written and spoken. Able to copy edit and proofread flawlessly. High-degree of flexibility and the ability to work effectively in a multicultural environment. Proactive problem-solver with a proven ability to work independently as a self-starter. Flexibility to adapt to changing priorities and work outside regular business hours when necessary.

Salary and Benefits

Competitive salary provided, depending on experience. Comprehensive benefits package including health, dental, and vision insurance. Retirement savings plan options. Opportunities for professional development and travel. Flight allowance. 25 working days annual leave.

Regular Full-Time