Executive Assistant to the CEO
Location: Pakistan – Remote
Employment Type: Full-Time
Working Hours: Typical UK office hours
Reports To: CEO
About the Role
DXB Perfume is looking for a highly organised, proactive and commercially aware Executive Assistant to support the CEO of a growing business operating across retail, e-commerce and distribution.
This is not a traditional administrative PA role. The successful candidate will help the CEO manage priorities and ensure that conversations, instructions and decisions are converted into clear actions and completed outcomes.
You must be confident following up with managers, chasing outstanding tasks and escalating delays without waiting for the CEO to ask.
Business support will remain the primary focus, although the role will include limited personal administrative support where required.
Key Responsibilities
CEO and Diary Management
- Manage the CEO’s diary, inbox, meetings, calls and important commitments.
- Prioritise urgent and commercially important matters.
- Draft emails, letters and internal communications on behalf of the CEO.
- Prepare the CEO for meetings with the required information and documents.
- Protect the CEO’s time and maintain focus on the highest-priority matters.
Actions and Follow-Up
- Turn conversations, instructions and decisions into clear actions with owners and deadlines.
- Maintain an accurate and up-to-date action and decision tracker.
- Follow up proactively with managers and team members.
- Chase outstanding actions before deadlines are missed.
- Escalate delays, blockers and incomplete work to the CEO.
- Provide concise daily and weekly updates on priorities and outstanding actions.
Meetings and Communication
- Prepare agendas, briefing notes and meeting documents.
- Attend key meetings where required and record decisions and action points.
- Circulate actions promptly and monitor them through to completion.
- Coordinate communication between the CEO, internal departments and external stakeholders.
- Work closely with the CEO through Microsoft Teams throughout the working day.
Business and Commercial Support
- Develop a strong understanding of the company’s operations and commercial priorities.
- Coordinate tasks and projects across retail, e-commerce, distribution, finance, marketing, purchasing, logistics and operations.
- Gather reports, figures and departmental updates required for decision-making.
- Prepare concise reports, presentations and briefing documents.
- Identify when delays could have a financial, operational or reputational impact.
External Stakeholders and Travel
- Coordinate meetings and follow-ups with suppliers, brand partners, retailers, consultants and other external stakeholders.
- Organise UK and international travel, including flights, hotels, transport, visas and itineraries.
- Attend occasional meetings, appointments or business activities when required.
- Undertake occasional international travel where necessary.
Personal Administrative Support
- Provide limited personal administrative support to the CEO where necessary, including appointments, travel arrangements, reservations and other reasonable administrative matters.
- Handle all personal and business information with complete discretion.
Business responsibilities will remain the primary focus of the role.
Authority and Accountability
The Executive Assistant will have the CEO’s authority to request information, progress updates and completion dates relating to CEO-assigned actions.
Managers and team members will be expected to respond promptly. However, responsibility for delivering the work will remain with the relevant manager or team member.
What We Are Looking For
- A minimum of four years’ experience in a similar Executive Assistant position within a multinational company.
- Experience directly supporting a CEO, Founder or Managing Director.
- Experience coordinating with multiple departments, senior managers and international stakeholders.
- Exceptionally organised, proactive and detail-oriented.
- Strong at following up and holding people accountable.
- Confident communicating with senior managers and external stakeholders.
- Commercially aware and able to prioritise effectively.
- Excellent written and verbal English.
- Highly proficient in Microsoft Teams and Microsoft 365.
- Able to manage multiple deadlines without constant supervision.
- Discreet and trustworthy when handling confidential information.
- Comfortable working at pace in a growing, founder-led business.
Location and Working Requirements
- The successful candidate must be based in Pakistan.
- Must be able to work typical UK office hours, regardless of the time difference between Pakistan and the UK.
- Must adjust their working schedule when UK daylight-saving times change.
- Must be available and responsive throughout the agreed UK working day.
- Must have a reliable internet connection and a private, professional workspace.
- Occasional international travel may be required.
Key Measures of Success
- CEO actions are accurately captured and followed through.
- Tasks have clear owners and deadlines.
- Outstanding actions are chased before they become overdue.
- Delays and blockers are escalated promptly.
- Meetings, travel and commitments are well organised.
- The CEO has clear visibility of priorities and outstanding work.
- The CEO spends less time chasing people for updates.
- Important actions are not forgotten or left incomplete.
The Right Person
This role is ideal for someone who enjoys making things happen.
When the CEO says, “We need to get this done,” you should immediately think:
- Who is responsible?
- What is required?
- What is the deadline?
- Has it been completed?
- If not, what needs to happen next?
You will become an important extension of the CEO’s office, ensuring that decisions are converted into clear actions, accountability and completed outcomes.