Executive Assistant to Chairman

Role Overview

We are searching for an exceptionally organized, confidential, and resourceful Executive Assistant to support the Chairman of a diverse business conglomerate operating in chemical manufacturing, maritime, and semiconductors along with managing his personal and family affairs. This trusted position demands excellent judgment, skillful management of global priorities, and the ability to balance both professional and private obligations.

Key Responsibilities

• Efficiently manage the Chairman's professional calendar, anticipating conflicts and prioritizing urgent matters.
• Maintain a separate personal schedule, ensuring smooth coordination between business and personal events.
• Arrange and confirm meetings, prepare agendas, and monitor follow-ups.
• Organize travel bookings for business and personal trips across multiple countries including UAE, India, and Singapore, covering flights, accommodations, transport, visas, and related documentation.
• Coordinate family travel plans, accommodating school holidays and complex itineraries.
• Manage household appointments, errands, and logistics as required.
• Oversee passport, visa renewals, and immigration paperwork in collaboration with relevant authorities.
• Prepare daily morning briefings covering business schedules, priorities, and personal commitments.
• Engage with operational teams for timely data collection and reporting.
• Produce briefing notes to equip the Chairman with relevant insights ahead of meetings.
• Monitor and follow up on action items from various business units to ensure deadlines are met.
• Conduct research on regulatory updates, market information, and counterparties for informed decision-making.
• Manage the Chairman's emails and WhatsApp, drafting responses and prioritizing urgent communications.
• Screen incoming calls and visitors, managing scheduling requests from external contacts professionally.
• Maintain comprehensive contact databases spanning business, regulatory, and personal networks.
• Track key relationship follow-ups with bankers, legal advisors, auditors, and partners.
• Document minutes and track action points during key meetings, supporting preparation of board and investor packs.
• Work with Company Secretary for compliance and listed-entity meeting logistics.
• Keep both digital and physical documents organized, including contracts, KYC, passports, and property papers.
• Safeguard confidentiality protocols and manage NDAs for sensitive discussions.
• Handle household and personal payments, invoice tracking, and reconciliation of expenses, coordinating with accountants.
• Serve as liaison for family scheduling, travel, events, and hosting visiting partners.
• Coordinate support staff such as drivers and household maintenance teams across residences.
• Remain accessible beyond regular hours to respond promptly to urgent travel or business matters.
• Develop and maintain SOPs and handover documentation to assure uninterrupted operational continuity.

Candidate Profile

• Minimum five years' experience in an Executive Assistant or Chief of Staff role supporting senior executives or promoters.
• Experience managing intricate multi-country travel and complex scheduling.
• Strong proficiency with Microsoft Excel and PowerPoint, comfortable handling both financial and operational data.
• High level of discretion and trustworthiness handling confidential personal and corporate information.
• Exceptional command of English, both verbal and written; knowledge of Hindi or Gujarati is advantageous.
• Residency in Dubai with willingness to coordinate projects across UAE, India, and Singapore time zones.

Desired Attributes

• Background working within family offices, promoter-level executive offices, or large multi-entity corporate groups.
• Ability to navigate a fast-moving environment requiring agility through both high-level board matters and personal/household needs.
• Proactive, humble, solution-driven mindset, anticipating needs without waiting for direction.