Personal Assistant to CEO

Job Description We are looking for an Executive & Personal Assistant to manage and assist our CEO of Somish Solutions Limited in executing his professional and personal responsibilities. Location: The job location is Dubai, so the candidate should be in Dubai / open to relocate. We will provide relocation & visa support. Key Responsibilities Professional & Corporate Support - Calendar Management: Organizing meetings, handling reschedules, and coordinating appointments. - Email Management: Managing multiple email accounts for the CEO, including outreach, data extraction, and correspondence as needed. - Event Management: Coordinating with multiple vendors, sourcing resources, and managing company and personal events - Salary Approvals: Coordinating and preparing salary approvals for the CEO. - Bookkeeping Coordination: Working with Chartered Accountants for personal bookkeeping, income tax returns, and NRI day calculations. - Team Coordination: Liaising with internal team members to support the CEO's requirements and directives. - Project Coordination & Follow-ups: Assisting with ongoing projects and ensuring timely completion of assigned tasks. - Finance Coordination: Working closely with the finance team for payments, invoicing, and budgeting activities. - Office Management: Dubai office management Personal & Lifestyle Management - Medical & Insurance Coordination: Scheduling medical appointments and obtaining necessary insurance approvals. - Travel Arrangements: Handling visas, tickets, hotels, and transportation for the CEO, family members, and others as instructed. - Vendor Management: Identifying new vendors, coordinating with existing ones, and maintaining vendor ledgers. - House Management: Managing personal staff salaries, advance accounts, and insurance and visa renewals for domestic employees. - Banking & Financial Coordination: Liaising with UAE and Indian banks, managing personal and company accounts, and approving vendor payments. - Payments & Financial Tracking: Handling EMI schedules, credit card summaries, school fees, memberships, utility bills, and other personal payments. - Property & Maintenance Oversight: Coordinating house maintenance work with contractors and multiple vendors. - Documentation & Administrative Work: Managing documents for personal and company needs, including loan applications and official paperwork. - Insurance Management: Maintaining vehicle, health, and life insurance policies for the CEO and family (India and UAE). - Personal Assistance: Managing personal errands and ad hoc requests as required. Soft Skills Required For This Role - Note-Taking Expertise: You should be skilled at capturing detailed notes efficiently whether shorthand or fast typing. The CEO will delegate once, and it's your job to document accurately and share back for approval. - High Availability, Flexible Location: The CEO maintains an intense schedule (up to 16 hours a day) and values an EA who's dependable, responsive, and adaptable when needed. While these high-demand moments aren't daily, your availability during such times is crucial. - Facetime with CEO: The CEO is based in Dubai and travels to Delhi once a month. You may be required to travel or meet in either city. - Strong Communication Skills: Excellent English, both written and verbal, is critical. Your ability to communicate effectively will directly help in reducing the CEO's workload and maintaining clarity across all interactions. - Tech-Savvy: Proficiency in working on Google / excel sheets is a must. Should preferably have adequate proficiency in Google Workspace (Docs, Sheets, Calendar, Gmail) and comfort with modern tools and platforms are must-haves. - Internet Fluency: You should be adept at online research, comfortable navigating internet culture, and a regular user of apps and digital platforms. Attitude Required - Positive and Composed: The CEO operates in a high-pressure environment, so a calm, cheerful demeanor is vital. - Ownership Mindset: Take full accountability. Anticipate needs, act proactively, and execute tasks seamlessly without requiring reminders or follow-ups. - Work-Driven Ethic: The CEO lives by work is worship, and expects the same dedication and drive toward scaling the business. - Extreme Attention to Detail: Be hyper-organized, observant, and detail-oriented. Notice what others might miss, and take initiative to address gaps before they turn into problems. - Fast Learner, Action-Oriented: Adapt quickly and resolve challenges with a solution-focused mindset. Experience Requirements - Previous experience in high-growth, fast-paced organizations. - 5+ years of experience supporting founders, CXOs, or senior executives. Key Deliverables - Develop a deep understanding of the CEO's priorities and manage their time effectively. - Oversee the CEO's calendar, schedule meetings, prepare agendas, capture minutes, and ensure follow-ups are tracked to completion. - Communicate on behalf of the CEO with internal teams and external stakeholders. - Prioritize competing requests, resolve issues proactively, and meet deadlines consistently. - Coordinate and manage recruitment logistics when required. - Assist the CEO with strategic and ad hoc projects, including planning and executing team activities. - Manage complex travel arrangements both domestic and international including itineraries, agendas, and meeting documentation. - Anticipate and prepare for all pre- and post-travel or meeting requirements. - Ensure smooth operational execution of the CEO's initiatives. Act as the bridge between ideas and action making sure key projects move forward. - Collaborate cross-functionally to ensure alignment with organizational goals. What We Offer - Competitive pay along with an annual performance-linked incentive (PLI) - Employee benefits like Medical Insurance - Work Visa sponsorship for Dubai under our company