CEO Assistant

7 days ago

Dubai, Dubai, United Arab Emirates ATOLYE Full time

We are looking for a motivated CEO Assistant who will become a helping hand and a business partner to ATÖLYE's CEO while supporting the broader Function Leaders team and operational flows as needed.

The CEO Assistant supports the CEO by making the right decisions related to coordination and administration with internal & external parties.

As the connector, distiller and distributor of information, the CEO Assistant has the ability to see around corners, anticipate needs, and resolve issues effectively. The ability to navigate in ambiguity and adapt to changes on a daily basis are the keys to success - as well as building replicable, AI-enabled systems to reduce administrative work over time. As this position is responsible for communicating with multiple parties in a fast-paced environment, top-notch administrative and coordination skills are a must. Over time, this role has the potential to engage further with strategic content development and distribution as well, yet the first priority will be operational streamlining across the board.

Main Responsibilities
  • Managing a cross-functional and international calendar for the CEO, with rapidly shifting context due to clients and partners.
  • Organizing and supporting the travel & other administrative needs (expenses, timesheets, ad hoc support) of the CEO as well as the Business Development / Engagement leaders.
  • Developing smart, AI-enabled streamlining solutions across the board, be it around scheduling, email management, expense management, data analysis and visualization, strategic report development, among others.
  • Providing a relevant, concise and well-structured flow of information in a timely manner.
  • Organizing meetings via Zoom or other conferencing tools, sharing recaps to relevant folks via related AI tools.
  • Supporting recruitment meetings, interviews and Zoom calls, from candidate curation to interview support.
  • Anticipating and proactively supporting the needs of the CEO with the "big picture" in mind.
  • Helping organize company retreats, quarterly gatherings, board meetings and ad hoc team events.
Requirements
  • At least 5 years of work experience in a similar role.
  • Advanced-level command of English, both written and spoken.
  • Strong communication skills both in online and in-person correspondence.
  • Sensitivity in managing confidential information.
  • An inquisitive and self-starter mindset with proven ability to take initiative and prioritize, as well as lead by example. Ability to take briefs "on the fly."
  • Diligence and attention to detail and context.
  • Strong time management, administrative, and organizational skills.
  • Direct experience with using AI to streamline processes as well as high commitment and aptitude to develop in this domain.
  • Interest and/or experience in facilitating internal company meetings and supporting collaborative working sessions.
Preferred Skills and Qualities
  • Minimum of BA or BS degree.
  • Previous experience in consulting, startups, creative industries, design studios is a plus.
  • Motivation to interact with people on a daily basis to achieve shared goals.
  • Aspiration of pursuing a career as an executive assistant in an impact-driven international organization.
  • Knowledge of Google Suite and project management tools (Asana) for collaborative teamwork and organizing documents.
  • Strong knowledge of Google Sheets/Excel for data analysis, refinement and synthesis.
  • Knowledge of CRM systems management and refinement (Pipedrive or similar).
  • Knowledge of knowledge management tools a plus (Notion).
  • Knowledge of dashboard development tools a plus.
  • Willingness to experiment with new digital, AI-enabled tools that will facilitate team communication and streamline processes (including but not limited to ChatGPT, Claude, Sora, Perplexity as well as emerging AI-agent development tools).
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