Executive Assistant & Operations Manager

Job Summary

We are looking for a seasoned operations professional to take charge of day-to-day business coordination while also providing direct support to the Founder. The role focuses on keeping internal workflows running smoothly, improving processes, tracking progress across teams, and helping drive strategic priorities. It calls for someone exceptionally organised, forward-thinking, and solutions-oriented, with strong capabilities in administration, operations, and project coordination.

Executive Operations

• Assist the Founder with execution of strategic initiatives and routine business activities.
• Follow up on company-wide projects and ensure targets, timelines, and deliverables stay on track.
• Draft executive updates, agendas, meeting notes, and action trackers.
• Handle confidential correspondence and sensitive company records.
• Manage operational priorities and make sure assigned tasks are completed promptly.
• Serve as the main coordination link between the Founder and internal teams.

Business Operations

• Design, roll out, and improve operating procedures and standard workflows.
• Review business performance and pinpoint process inefficiencies.
• Coordinate activities across Sales, Marketing, Finance, Logistics, Warehouse, and external stakeholders.
• Ensure activities follow company policies and internal procedures.
• Support expansion plans and new operational projects.

Project Management

• Plan, organise, and oversee several projects at the same time.
• Maintain project timelines and track major milestones.
• Identify operational risks and suggest workable solutions.
• Prepare project progress updates for leadership.
• Ensure projects are completed within agreed schedules.

Human Resources & Administration

• Support hiring tasks such as CV review, interview scheduling, candidate communication, and onboarding.
• Maintain employee files, probation tracking, leave records, and HR paperwork.
• Help coordinate performance review processes.
• Support the rollout of internal HR policies and procedures.
• Oversee office administration and day-to-day workplace functioning.

Government & Corporate Administration

• Coordinate administrative requirements with government bodies and external service providers.
• Track renewals for company licences, visas, labour documents, Emirates IDs, insurance policies, and other statutory items.
• Keep corporate records and compliance files well organised.
• Liaise with banks, legal advisors, auditors, insurers, and government service centres when needed.

Finance Coordination

• Work with the Finance team on invoices, payment schedules, receivables, and operating expenses.
• Organise financial documents and maintain accurate administrative records.
• Assist with budget monitoring and operating cost tracking.
• Support the preparation of operational reports tied to financial activity.

Procurement & Supply Chain Coordination

• Coordinate with suppliers for quotations, purchase orders, deliveries, and shipment schedules.
• Monitor stock levels and assist with inventory planning.
• Support logistics, customs clearance, and product delivery timelines.
• Follow up with vendors to ensure orders are completed on time.

Marketing & Business Development Support

• Work with Marketing to support timely delivery of campaigns, events, exhibitions, and product launches.
• Assist with communications for distributors, salons, clinics, and strategic partners.
• Contribute to proposals, presentations, and market research documents.
• Coordinate business meetings and partnership discussions.

Qualifications

• A bachelor’s degree in Business Administration, Management, Operations, or a closely related discipline is required.
• At least 5 years of experience in operations management, executive operations, executive administration, project management, or a similar function.
• Prior exposure supporting senior leadership or founders is strongly preferred.
• Experience in the UAE is an advantage.
• Background in trading, FMCG, beauty, healthcare, retail, or related sectors will be considered beneficial.

Required Skills

• Strong organisation and time management ability.
• Project coordination and cross-functional follow-up.
• Clear spoken and written English communication.
• Problem-solving and analytical thinking.
• Ability to juggle multiple priorities in a fast-moving environment.
• Professional discretion and confidentiality.
• Stakeholder management and interpersonal skills.
• Proficiency with Microsoft Office and Google Workspace.
• Experience using ERP, CRM, Zoho, Notion, ClickUp, or similar tools is a plus.

Personal Attributes

• Highly structured and attentive to detail.
• Self-starter with a strong sense of accountability.
• Able to work independently with limited supervision.
• Good judgement and prioritisation skills.
• Adaptable, resourceful, and focused on practical solutions.
• Professional, discreet, and reliable.
• Committed to ongoing improvement and operational excellence.

What We Offer

• A market-competitive salary aligned with qualifications and experience.
• Medical insurance.
• Annual leave as per UAE Labour Law.
• Annual air ticket.
• Opportunities for professional growth and long-term career development.
• The chance to work closely with the Founder and help drive the growth of a fast-scaling company.