Personal Assistant to the CEO

4 days ago

Dubai, Dubai, United Arab Emirates Theclosetonlineshop Full time

Location: Dubai, UAE

Reporting to: CEO

Key Responsibilities:

Calendar and Schedule Management:

  1. Organize and maintain the CEO's daily calendar, including scheduling appointments, meetings, and travel arrangements for The Closet (UAE and Egypt), The Luxe Society, and Jimmy Le Bond. Ensure all appointments are appropriately prioritized and coordinated across time zones, ensuring optimal use of the CEO's time.
  2. Provide timely reminders for deadlines, meetings, and follow-ups.

Communication and Correspondence:

  1. Act as the primary point of contact between the CEO and internal/external stakeholders.
  2. Screen, respond, and prioritize emails, phone calls, and other communications on behalf of the CEO. Draft, proofread, and send communications as instructed by the CEO.

Administrative Support:

  1. Prepare meeting agendas, minutes, presentations, and reports for various projects and brands.
  2. Maintain confidential documents and ensure efficient filing systems for easy access and retrieval. Assist in creating and updating Standard Operating Procedures (SOPs) for all brands.

Coordination Across Multiple Brands:

  1. Collaborate with key team members across The Closet (UAE and Egypt), The Luxe Society, and Jimmy Le Bond to ensure timely execution of tasks and alignment with business goals.
  2. Follow up with departments on assigned tasks to ensure deadlines are met.
  3. Coordinate branding, marketing, and operational needs across the three brands as per CEO directives.

Travel and Event Planning:

  1. Arrange complex travel itineraries, including flights, hotels, and transportation, for the CEO's business trips across the UAE and Egypt, and for any promotional or store opening events.
  2. Support in organizing events, private viewings for VIP clients, product launches, and photo shoots.

Operational Oversight:

  1. Work closely with operational and managerial teams to ensure smooth execution of the CEO's instructions.
  2. Support in handling customer feedback, complaints, or escalations requiring CEO involvement.

Reporting and Analytics:

  1. Assist in generating reports on sales, operational updates, and marketing campaigns across all brands.
  2. Track and monitor project timelines, milestones, and deliverables, providing the CEO with regular updates.

Social Media and Digital Support:

  1. Oversee social media content calendar coordination with the marketing teams for all brands.
  2. Assist in reviewing and providing feedback on digital marketing campaigns, website updates, and social media content for The Closet, The Luxe Society, and Jimmy Le Bond.
  3. Ensure timely updates of websites and Shopify platforms across brands.

Personal Support:

  1. Handle personal tasks and errands for the CEO when required, including school arrangements for family members, personal appointments, or organizing household schedules.
  2. Manage office supplies and stationery for the CEO's office.

Coordination with VIP Clients:

  1. Support the CEO in maintaining strong relationships with VIP customers, influencers, and strategic partners.
  2. Organize private viewings and events for high-profile clients in The Luxe Society or The Closet.

Problem Solving and Decision Support:

  1. Assist the CEO in problem-solving by gathering necessary information and providing recommendations for decision-making.
  2. Be proactive in identifying challenges and offering solutions to streamline operations.

Confidentiality and Trust:

  1. Maintain strict confidentiality of all sensitive company and personal matters.
  2. Act as a trusted liaison between the CEO and internal/external parties.

Skills and Requirements:

  • Proven experience as a Personal Assistant, preferably in a luxury retail or multi-brand business. Exceptional organizational and time-management skills with the ability to multitask and prioritize. Strong communication skills, both written and verbal, in English and Arabic is a must.
  • High level of discretion and professionalism.
  • Proficiency in Microsoft Office, Google Workspace, and project management tools. Knowledge of Shopify and e-commerce platforms is an advantage.
  • Familiarity with the luxury retail industry and modest wear fashion is preferred.

Additional Responsibilities:

  • Stay updated on trends and competitors in the luxury and modest fashion industries.
  • Support in monitoring budgets and expenses related to travel, events, or marketing campaigns. Collaborate with external vendors or suppliers when required for events or operational needs.

This role requires someone highly adaptable, proactive, and resourceful, capable of managing the fast-paced dynamics of a CEO overseeing multiple luxury and fashion brands.

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