Executive Assistant (EA) and Office Manager (OM)

We are a fast-growing and dynamic international company with European roots, and operations across six countries.

As we continue to grow, we are looking for an Executive Assistant to CEO to provide high-level support, manage key priorities, coordinate executive operations, and assist in driving initiatives.

Requirements

Provide high-impact executive support to the CEO as a firm gatekeeper, managing priorities, time, information flow, and actionable follow-through, while taking full ownership of office operations, facilities compliance, and administration.

This role requires a proactive multi-tasker with a solution-oriented mindset: someone who does not just identify operational bottlenecks, but designs and executes fixes. By seamlessly bridging executive support and office management, this role enables the CEO to focus on strategic growth while ensuring the company's operational infrastructure runs without friction.

KEY RESPONSIBILITIES

1. Executive Gatekeeping & Priority Management

• Own the CEO’s calendar end-to-end, managing complex scheduling, time-zone alignment, and conflict resolution.
• Act as a strict gatekeeper, filtering inbound requests, emails, and drop-ins to protect the CEO’s focus time and strategic availability.
• Anticipate high-priority requirements weeks in advance, ensuring the CEO is fully prepared for upcoming commitments.
• Exercise absolute discretion and sound judgment when handling sensitive, proprietary, or confidential matters.

2. Meeting Preparation, Action Tracking & Follow-Through

• Prepare comprehensive agendas, background context, pre-reads, and presentation materials ahead of internal and external meetings.
• Attend key leadership meetings to capture concise notes, clear action items, and decision logs.
• Drive post-meeting accountability across the executive team, proactively chasing deliverables and inputs on behalf of the CEO.
• Draft executive-level communications, briefs, and responses on behalf of the CEO.

3. Office Operations, Legal Compliance & Contracts

• Take end-to-end ownership of corporate facilities, including lease agreements, Ejari registrations, property insurance policies, and local business licenses.
• Manage relationship life cycles with landlords, building management, government authorities, and legal advisors to ensure regulatory compliance.
• Oversee vendor management, contract negotiations, service level agreements (SLAs), and procurement for all office supplies, equipment, and services.
• Maintain office safety, access control systems, inventory tracking, and facility maintenance schedules.

4. Cross-Functional Liaison & Stakeholder Alignment

• Serve as the central operational bridge between Business Unit Heads, ensuring smooth information flow and alignment on CEO-driven initiatives.
• Identify operational gaps, administrative delays, or cross-departmental friction, and independently implement structured solutions to fix them.
• Plan and execute corporate events, team off sites, board meetings, and high-level client visits.

5. International Travel & Executive Readiness

• Coordinate seamless, complex international travel itineraries, including flights, accommodation, visas, ground transport, and expense reporting.

WHO IS THIS FOR

This role is suited to professionals who:

• Possess strong gatekeeping instincts and feel confident protecting an executive's time without creating friction.
• Are natural problem-solvers who take full ownership of operational issues from detection to resolution.
• Balance high-level executive support with hands-on, detail-heavy office and facility management.
• Possess the international mobility required to support multi-region operations seamlessly.
• Communicate with authority, poise, and clarity across all levels of leadership.

BEHAVORIAL EXPECTATIONS

• Solution-Driven: Sees operational friction as an immediate prompt to propose and implement a fix, rather than just reporting the problem.
• Proactive & Anticipatory: Stays three steps ahead of the CEO's schedule, preparing for needs before they arise.
• Firm & Diplomatic: Comfortable saying "no" or "not now" to senior stakeholders to protect CEO priorities, while maintaining positive working relationships.
• Calm Under Pressure: Thrives in fast-paced, changing environments without losing attention to detail.
• High Emotional Intelligence: Reads team dynamics well and navigates organizational hierarchies with tact and discretion.

QUALIFICATION AND EXPERIENCE

Required

• Minimum 5 years of experience in dual Executive Assistant and Office Management roles supporting C-suite executives or Founders.
• International Mobility: Must hold a passport eligible for visa-free travel to Europe (Candidates holding US, UK, or EU passports preferred due to regional office requirements).
• Facilities & Legal Expertise: Proven track record managing office leases, Ejari, commercial property insurance, vendor contracts, and trade license renewals.
• Process Improvement: Demonstrated ability to evaluate existing administrative processes, identify flaws, and introduce structured fixes.

Nice to Have

• Experience operating within multi-entity, international, or rapidly scaling organizations.
• Background in technology, professional services, or corporate operations.
• Hands-on experience dealing with regional government entities and free-zone/local licensing bodies.

TECHNICAL AND SOFT SKILLS

• Executive-level written and verbal communication
• Calendar and time management discipline
• Action tracking and follow-up rigor
• Stakeholder management without authority
• Strong documentation habits
• High emotional intelligence and discretion
• Ability to say “no” or “not now” appropriately
• Strong grasp of commercial contracts, legal terms in vendor agreements, and lease documentation
• Advanced proficiency in calendar management software, task-tracking platforms, and productivity suites (e.g., Microsoft 365, Google Workspace, Asana)
• Process mapping and operational problem-solving capabilities
• High-level negotiation skills for vendor and service provider management

Benefits

Omnara Solutions LLC is part of a group of companies operating under the Nexus Solutions brand. At Nexus Solutions, we value each team member and believe in building high-performing teams within a collaborative, close-knit scale-up environment that encourages ownership, accountability, and long-term growth.

With European roots and operations across six countries, we have an established presence in Dubai and are now actively expanding our footprint in the region. As we grow, we are focused on strengthening our culture with people who are driven, commercially minded, and committed to building strong working relationships and a shared team spirit.

Our global team delivers a wide range of technology, operational, and consulting solutions to clients. In an increasingly complex and tightly regulated environment, our clients need more than just world-class technology, they need experienced partners who can guide them through regulatory, operational, and compliance challenges.

Why Join Us? Make an Impact: Your work will directly contribute to our organizational growth and financial health. Collaborate Globally: Work with dynamic teams across multiple countries Innovative Environment: We value ideas and move fast to implement improvements Great Culture: We work hard, support each other, and enjoy what we do.

What We Offer Premium Medical Insurance: Your health and well-being are our priority. Performance-Based Bonuses: Annual rewards based on your contribution and impact Corporate Benefits: Including gifts for special occasions and team-building activities Visa Sponsorship: Full visa support to ensure seamless work continuity.

At Nexus Solutions, we value our people and foster a culture of growth, collaboration, and innovation. By joining our team, you’ll be part of a company that appreciates your skills and empowers you to make a meaningful impact.

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