Executive Assistant to Chief Executive Officer

Job description / Role

Role Overview
The Executive Assistant provides one-to-one executive, strategic, and administrative support to the Founder and CEO of VCA. This role requires exceptional organizational skills, emotional intelligence, and the ability to manage high-level communication and coordination across global cultural and brand partnerships.

The EA acts as a key liaison between the CEO and internal teams, clients, and external stakeholders, ensuring seamless alignment, prioritization, and execution across all initiatives.

Core Responsibilities

Executive Support
• Serve as the first point of contact for the CEO, handling all correspondence and phone calls with professionalism and discretion.
• Prepare working files, briefing materials, and documentation required by the CEO.
• Manage and maintain various databases, including contact lists, calendars, and key dates (e.g., birthdays, anniversaries).
• Proactively manage the CEO’s calendar, prioritizing and organizing internal and external meetings, and ensuring timely preparation of all necessary briefing materials.
• Liaise with internal team members to coordinate business matters, communicate instructions from the CEO, and monitor execution and follow-up.

Communication & Meetings
• Act as CEO’s first point of contact, filtering correspondence and managing daily communications with discretion and professionalism.
• Draft, review, and edit high-level correspondence, presentations, and briefing notes.
• Prepare agendas, talking points, and briefing materials for all key meetings and events.

Travel & Logistics
• Arrange all aspects of international travel, including flights, transfers, hotel accommodations, and visa support.
• Liaise directly with global partners and suppliers to ensure smooth arrangements for all business trips.

Personal Support
• Assist in coordinating personal and family matters on behalf of the CEO.
• Oversee property-related tasks and ensure smooth management of personal logistics.

Project & Partner Coordination
• Track project milestones and deliverables related to CEO’s scope and ensure timely execution.
• Manage relationships and communications with high-level vendors, VIP contacts, and brand partners.
• Oversee bookings, invitations, and external coordination for events and projects directly involving the CEO.

Administrative & Organizational Tasks
• Maintain efficient filing systems (digital and physical), ensuring easy retrieval of documents and emails.
• Provide comprehensive personal assistant support, handling a wide range of administrative responsibilities.
• Work effectively in a multitasking environment, managing competing priorities with accuracy and efficiency.

Culture & Engagement
• Support a positive and collaborative office culture.
• Coordinate internal communications, key moments, and team engagement initiatives.

Skills & Attributes
• High emotional intelligence and adaptability.
• Excellent written and verbal communication in English; Arabic proficiency is a strong plus.
• Outstanding attention to detail and ability to manage competing priorities.
• Strategic thinker with proactive problem-solving skills.
• Grace under pressure and strong interpersonal awareness.
• Ability to maintain confidentiality and discretion at all times.
• Strong organizational skills with the ability to multitask and coordinate across global teams.

Experience Required
• Minimum 5 years’ experience as a senior Executive Assistant or Chief of Staff, preferably within luxury, art, cultural, or creative industries.
• Proven experience supporting C-level executives in dynamic, fast-paced environments.
• Experience managing international travel, complex schedules, and high-level stakeholder communications.
• Demonstrated ability to coordinate multi-disciplinary projects and manage sensitive personal and professional matters.

Overall Goal
To enable the CEO to operate strategically and efficiently across all global partnerships, ensuring that her time, focus, and communications are fully optimized, while maintaining seamless operational and administrative support for both professional and personal matters.

About the Company

VCA is a global events agency committed to creating positive cultural impact. Our mission is to promote culture and to support talents via collaborations and partnerships between brands, cultural institutions and independent creative initiatives.

VCA works with an international team of multidisciplinary professionals across offices in London and Dubai. Together, we unite creativity, inspiration and partnership to bring ideas to life.