Personal Assistant to Director

About the Company

Chloe Mac Cosmetics is a dynamic beauty product development consultancy based in Dubai. We guide brands from concept to final product, covering formulation, sourcing factories in China, Korea, and the UK, packaging, compliance, and logistics. As a small but rapidly growing team, we pride ourselves on speed and agility.

Role Overview

This role is a dedicated Personal/Executive Assistant supporting the Founder. The core responsibility is to ensure the Founder's daily schedule and commitments are managed seamlessly including diary management, travel arrangements, correspondence, and personal administrative tasks—all proactively handled without follow-up.

Key Responsibilities

• Managing and protecting the diary, rescheduling and flagging potential conflicts early.
• Providing daily briefings in the morning and updates by day-end outlining completed, outstanding, and upcoming tasks.
• Instantly capturing and tracking every task assigned until fulfilled.
• Organizing travel including flights, accommodation, transport, dining, visas, and arrangements for international trade shows and factory visits across China, Korea, and the UK.
• Handling correspondence and maintaining an organized and prioritized inbox.
• Taking meeting and call notes, issuing action follow-ups within 24 hours.
• Preparing the Founder for meetings by providing background on attendees, prior discussions, and pending issues.
• Managing personal administrative activities such as insurance, utilities, Ejari registration, banking tasks, appointments, and warranty claims.
• Coordinating household matters including home and car servicing, deliveries, standing orders, and pet care.
• Planning and managing gifts, key dates, and personal events well in advance.
• Monitoring expenses and maintaining receipt records.
• Keeping a renewals register to ensure timely awareness of expirations both professionally and personally.
• Occasional running of errands and handling personal requests as needed.

Ideal Candidate Qualities

• Highly organised, meticulous note-taking ensuring nothing is overlooked.
• Proactive mindset anticipating deadlines, renewals, and travel needs before urgency arises.
• Detail-oriented, prefers clarification over assumptions.
• Ability to stay calm while managing multiple priorities and reprioritizing when required.
• Excellent written English and confident interaction with suppliers, clients, and service providers.
• Discretion handling sensitive, financial, and confidential information.
• Comfortable and proficient with Google Workspace or Microsoft 365 tools.
• Previous experience as a PA or EA, ideally supporting a founder or senior leader.
• Forward-thinking with decision-making capabilities.
• Strong organisational and time management skills with keen attention to detail.
• Proficiency in standard office software (word processors, spreadsheets, email, calendar) and digital collaboration tools.
• Experience using Claude AI is considered a plus.

Requirements

• Currently residing in the UAE.
• Possesses a valid UAE driving license and owns a car.
• Available to work full-time from the Dubai office.