PURPOSE OF THE ROLE:
We are seeking a highly competent, proactive, and detail-oriented Executive Assistant (EA) to support the Founder & General Manager of Reformatory Lab, a fast-growing specialty coffee business. This is a critical role requiring discretion, strong judgment, speed, and exceptional organizational capability. This role goes beyond traditional diary management and coordination - it requires a strategic thinker who can anticipate needs, manage complex priorities, and act as an extension of the Founder & GM in day-to-day operations.
PRIMARY RESPONSIBILITIES:
Executive Support:
- Manage complex calendars, scheduling meetings across time zones, and prioritizing engagements and meetings.
- Inbox and email monitoring, drafting responses, and flagging priorities.
- Prepare agendas, briefing documents, presentations, and reports for internal and external meetings.
- Taking minutes and tracking follow-ups where required.
- Handle confidential information with discretion and professionalism.
- Act as a liaison between the Founder and internal/external stakeholders.
Travel and Logistics:
- End-to-end travel planning including flights, visas, hotels, and ground transport.
- Detailed itineraries and contingency planning.
- Coordination of logistics between outlets, warehouse, and office.
Operational Coordination:
- Liaison with outlet managers, warehouse staff, suppliers, and partners.
- Tracking key tasks and projects on behalf of the Founder and GM.
- Support with vendor coordination and basic procurement follow up.
- Assistance with events, launches, and brand activations when needed.
- Coordination and support at relevant industry tradeshows and conferences.
Office and Administrative Management:
- Maintaining organized digital and physical filing systems.
- Handling confidential documents and sensitive information.
- Supporting basic reporting and data collation.
- Ensuring smooth day-to-day office coordination in Science Park.
- Work on ad-hoc projects and technology initiatives.
Team & Culture Enablement:
- Provide light-touch support to the broader Reformatory Lab Team (e.g., coordinating team meetings, offsites, managing shared resources, supporting internal communications).
- Help maintain a high-performance, inclusive team culture by organizing engagement activities and supporting internal recognition efforts.
- Assist in onboarding new team members and maintaining team documentation and knowledge hubs.
QUALIFICATIONS
- Bachelor's degree or Equivalent
EXPERIENCE
- Minimum 5 years of experience as an Executive Assistant supporting a senior leader or founder
SKILLS AND COMPETENCIES
- Experience in F&B or hospitality environments.
- Fluent English, written and spoken.
- Outstanding communication, time management, and interpersonal skills.
- Exceptional organizational skills and attention to detail.
- High level of discretion and confidentiality.
- UAE driving license.
- Own car an advantage but not essential.
- Ability to multitask in a fast paced, entrepreneurial environment.
- Pro-active with the ability to think ahead, anticipate needs, and take initiative.
- Basic financial literacy for expense tracking and invoice follow up.
- Comfort with flexible hours when business needs require.
- Proficiency in Microsoft Office Suite, Teams, and able to adapt to new technology and AI tools.
