EXECUTIVE ASSISTANT, reporting directly to the General Manager. 

The duties include: 

1.⁠ ⁠Executive Support & Time Management

•⁠ ⁠Full ownership of the CEO’s calendar, priorities and briefings.

•⁠ ⁠Anticipation of daily needs and coordination of short-, mid- and long-term agendas.

•⁠ ⁠Preparation of morning briefings and end-of-day summaries.

2.⁠ ⁠Travel & Logistics Coordination

•⁠ ⁠Organization of all travel arrangements (flights, hotels, visas, transfers).

•⁠ ⁠Management of frequent travel across Dubai, Europe and key destinations, considering preferences (drivers, airlines, hotels, restaurants).

•⁠ ⁠Delivery of complete travel itineraries with documents, agendas and contingency options.

3.⁠ ⁠Back Office & Madrid Support

•⁠ ⁠Support operational needs of other country office (suppliers, orders, coordination).

•⁠ ⁠Foster rhythm and structure between teams and offices.

•⁠ ⁠Assist with motivational initiatives and employee support (including personal matters, where needed, to enhance well-being and performance).

4.⁠ ⁠Finance & Payment Oversight

•⁠ ⁠Track and distinguish between personal and corporate payments.

•⁠ ⁠Monitor invoices, service delivery, and maintain traceable records.

•⁠ ⁠Coordinate with accounting and legal teams in other country and Dubai.

5.⁠ ⁠Digital Organization & Systems

•⁠ ⁠Maintain an orderly digital structure (Google Drive, Notion, Excel), version-controlled and well-labelled.

•⁠ ⁠Archive bookings, invoices, communications.

•⁠ ⁠Develop templates and recurring checklists.

6.⁠ ⁠Communication & Representation

•⁠ ⁠Draft and respond to communications with clarity, diplomacy, and professionalism.

•⁠ ⁠Uphold the tone and image of the brand: elegant, human, and decisive.

•⁠ ⁠Ensure strong executive presence in all interactions with stakeholders.

7.⁠ ⁠Operational Systemization

•⁠ ⁠Automate and standardize processes for travel, bookings, gifts, and supplier workflows.

•⁠ ⁠Create and update SOPs to minimize error and inefficiencies.

8.⁠ ⁠Relationship & Brand Care

•⁠ ⁠Maintain a detailed protocol of key relationships and milestones (birthdays, events).

•⁠ ⁠Manage thoughtful gifting and client care initiatives.

  • Reinforce brand values across all personal and professional touchpoints.

9.⁠ ⁠Dubai Operations & Representation

•⁠ ⁠Oversee local admin and compliance (licenses, visas, registrations).

•⁠ ⁠Coordinate suppliers, clients, and authorities in the UAE.

•⁠ ⁠Support the General Manager on legal, operational, and regional matters.

•⁠ ⁠Act as local representative when formally authorized

Skills

Skilled in stakeholder communication, cross-office support, and brand-aligned representation. Strong attention to detail, discretion, and process optimization. Experienced in UAE coordination and executive-level reporting.