Executive Assistant

Executive Assistant

On site | Abu Dhabi

AppliedAI is a fast-growing Enterprise AI SaaS company delivering mission-critical AI solutions to large-scale enterprise clients across the region and globally. We operate at the intersection of advanced AI, robust cloud infrastructure, and enterprise-grade reliability — and we're building the team to match our ambition.

Role Overview:

We are seeking a highly organized and proactive Executive Assistant to support a key member of the Senior Leadership Team. This role sits at the center of AAICO’s leadership operations and will be responsible for managing priorities, maintaining flow between strategic and operational workstreams, and enabling the key stakeholder to focus on high-impact decision-making.

The successful candidate will combine discretion, judgment, and structure, serving not only as an administrative partner but as an accountability coach, project coordinator, and communications filter across internal and external stakeholders.

Key Responsibilities:

Executive Support & Administration

• Manage and organize multiple executive inboxes; triage, draft, and respond to correspondence with professionalism and clarity.
• Maintain complex calendars and scheduling across time zones, ensuring optimal prioritization of internal and external meetings.
• Prepare briefing notes, pre-read packs, and follow-up summaries for key meetings.
• Take accurate, structured notes during leadership and investor meetings; circulate action trackers and ensure follow-up completion.
• Draft executive communications, memos, and reports where required.

Project & Workstream Management

• Coordinate and track progress on key workstreams spanning Sales, Corporate Finance, Partnerships, and Capital Raising initiatives.
• Maintain project trackers, dashboards, and key deliverable timelines; ensure dependencies are met and deadlines are enforced.
• Follow up with responsible owners to close out actions and escalate blockers when needed.

Accountability & Strategic Enablement

• Serve as an accountability partner— helping the executives manage competing priorities and time allocation effectively.
• Anticipate needs, flag potential misalignments, and propose scheduling or delegation solutions.
• Support the design and execution of OKRs, leadership offsites, internal and external events, and quarterly business reviews.
• Ensure documentation, tasks, and strategic decisions are properly recorded, filed, and communicated.

Requirements:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• 5+ years of experience supporting C-level or VP-level executives, ideally in a technology, investment, or professional services environment.
• Exceptional written and verbal communication skills in English.
• High proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Notion, Asana, Monday.com, or similar).
• Strong organizational and prioritization skills with meticulous attention to detail.
• Proven ability to handle confidential information with integrity and discretion.
• Comfortable managing multiple stakeholders across departments and geographies.

Attributes:

• Proactive, structured, and reliable — with the confidence to challenge and remind senior executives when necessary.
• Calm under pressure, solutions-oriented, and capable of managing ambiguity.
• Naturally curious, resourceful, and eager to learn about the business context and strategic priorities.
• Excellent interpersonal skills and emotional intelligence.

What We Offer:

• A front-row seat in one of the region’s most dynamic AI companies.
• Exposure to strategic decision-making, M&A, fundraising, and global sales growth initiatives.
• Competitive compensation package and growth opportunities.
• A collaborative, high-performance culture driven by innovation and purpose.