Executive Assistant to CEO – International Automotive Group

About the Role

We’re looking for a world-class Executive Assistant who doesn’t just manage tasks — but manages the CEO’s time, energy, and attention.

This is not a traditional support role. You will act as the operational backbone of a fast-paced executive life that spans multiple time zones (Japan, Dubai, USA), managing email, calendar, communication, and key project coordination with international partners.

If you are highly organized, anticipate needs before they arise, and thrive on solving problems before they become visible — keep reading.

Key Responsibilities

• Inbox & Calendar Management: Own the CEO’s Microsoft 365 inbox and Outlook calendar. Prioritize, filter, schedule, and escalate as needed.
• Meeting Coordination: Schedule and confirm internal and external meetings across multiple time zones.
• Task & Project Management: Track and follow up on tasks in Monday.com and other tools; make sure projects move forward on time.
• Communication: Draft emails, take meeting notes, summarize action points, and ensure follow-ups happen.
• Time Optimization: Act as a filter and buffer, protecting the CEO’s time by handling details, logistics, and follow-ups.
• Process Building: Help create standard operating procedures (SOPs), organize cloud files, and improve internal workflows.
• Support Across Regions: Coordinate with teams and partners in Dubai, Japan, USA, and Europe.
  
  
  

You Should Be…

• Fluent in English, both written and spoken (German, Spanish or Japanese is a plus, but not required)
• Based in Dubai, with the ability to meet in person as needed (hybrid structure)
• Tech-savvy – comfortable with:
• Microsoft 365 (Outlook, Teams, OneDrive, SharePoint)
• Monday.com
• Video calls, digital calendars, file management tools
• Hyper-organized – nothing falls through the cracks
• Proactive – you think ahead, not just react
• Discrete and trustworthy – you will handle sensitive communication
• Flexible – availability for occasional evening follow-ups due to time zone differences (not daily, but when needed)

What You’ll Get

• A close working relationship with a senior international executive
• Opportunities to grow into a Chief of Staff or Operations Manager role
• A flexible, trust-based working culture
• Exposure to international business and leadership
• Direct impact on projects and decision-making processes