Executive Assistant managing administrative duties for Helium Health's executives, including scheduling, organizing meetings, and handling confidential information.
About the role
- Executive Assistant providing multi‑executive support in Dubai overseeing complex calendar management and communication. Focused on enhancing efficiency and decision-making for leadership teams.
Responsibilities
- Orchestrate complex, multi‑time‑zone calendars for the CEO and Managing Partners; build weekly buffers, travel holds, and decision windows.
- Proactively resolve clashes using clear priority rules; communicate trade‑offs to stakeholders.
- Draft, proof, and send executive-level correspondence, maintaining voice consistency and brand tone.
- Guard focus: triage inbound requests, negotiate priorities, and say “no” diplomatically with alternatives.
- Own meeting lifecycle: objective → agenda → pre‑reads → participants → room/VC → minutes → action tracking.
- End‑to‑end travel: visas, flights, hotels, ground, contingencies; coordinate with protocol teams when relevant.
- Coordinate board/steerco packs, version control, and deadlines; ensure secure distribution and access permissions.
- Enforce need‑to‑know access; sanitise/redact documents; manage signatures and legal templates (e.g., NDAs).
Requirements
- 5–8+ years supporting multiple senior executives (CEO/COO/CSO or equivalent), ideally in the UAE/GCC.
- Demonstrated judgment under time pressure; ability to set and defend SLAs and boundaries.
- Exceptional written and verbal English; Arabic a plus.
- Advanced proficiency in Google Workspace or Microsoft 365 (calendar rules, shared inboxes, Sheets/Excel, Docs/Word, Slides/PowerPoint), Zoom/Teams, and a task system (Asana/ClickUp/Notion, etc.).
- Strong document control (versioning, permissions), redaction, and basic data privacy awareness.
- High discretion, maturity, and diplomacy with VIP stakeholders; culturally attuned to UAE norms and rhythms (including Ramadan and public holidays).
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