Executive Personal Assistant / Operations Coordinator

We are a fast-growing digital marketing, web development, SEO, AI automation, and technology company serving clients across the UAE, USA, and Pakistan.

We are looking for a highly organized, proactive, and detail-oriented Executive Personal Assistant to work directly with the CEO and help manage daily operations, client communications, scheduling, follow-ups, and business coordination.

This is not a traditional assistant role. We need someone who can think independently, solve problems, follow up relentlessly, and help keep multiple projects moving forward.

ResponsibilitiesExecutive Support

• Manage the CEO's calendar and appointments
• Schedule meetings with clients, prospects, and team members
• Send reminders and ensure no meetings are missed
• Organize daily, weekly, and monthly priorities

Client & Sales Coordination

• Follow up with leads and prospects
• Coordinate discovery calls and sales meetings
• Update CRM and maintain lead records
• Prepare meeting notes and action items
• Track proposals, contracts, and client communications

Team & Project Coordination

• Follow up with developers, designers, SEO specialists, and marketing teams
• Track project progress and deadlines
• Escalate delays and issues when necessary
• Prepare daily and weekly status reports

Administrative Tasks

• Manage emails and inbox organization
• Create reports, spreadsheets, and presentations
• Conduct online research
• Maintain company documentation and records
• Coordinate travel and business arrangements when required

AI & Digital Tools

• Use ChatGPT and AI tools for productivity
• Assist with content creation and research
• Help automate repetitive business processes
• Support marketing and operational workflows

Requirements

• Excellent English communication skills (written and verbal)
• Minimum 2 years experience as Executive Assistant, Personal Assistant, Operations Coordinator, or Project Coordinator
• Strong organizational and multitasking abilities
• Experience working with remote teams
• Proficiency with Google Workspace and Microsoft Office
• Experience using ClickUp, Asana, Trello, Monday.com, or similar tools
• Familiarity with CRM systems
• Comfortable using AI tools such as ChatGPT
• Ability to work independently with minimal supervision

Preferred Qualifications

• Experience in a Digital Marketing Agency
• Experience in SEO, Google Ads, Social Media Marketing, or Web Development environments
• Experience managing international clients
• Project management experience

Key Performance Indicators (KPIs)

• Zero missed meetings
• Daily task completion reporting
• Client follow-ups completed on time
• Team accountability maintained
• Inbox organized and responded to within SLA
• Weekly executive summary delivered