Executive Assistant to CEO – Operations & Accounting

Company: Purplebox Storage LLC
Location: Al Quoz Industrial Area 2, Dubai
Job Type: Full-time, Permanent
Salary: AED 8,000–9,000 per month, depending on experience and qualifications

About Purplebox:

Purplebox is a growing self-storage, packing, and moving company based in Dubai. We provide secure, high-quality storage facilities and professional relocation services, with a strong focus on customer service, operational efficiency, technology, and business growth.

We are seeking a highly capable, organized, and commercially minded Executive Assistant to support the CEO. This is not a basic secretarial position. The successful candidate will work closely with the CEO across operations, accounting, administration, human resources, sales, marketing, supplier management, and business development.

The ideal candidate must be proactive, trustworthy, financially literate, and able to ensure that instructions, deadlines, and business priorities are properly followed through.

Key ResponsibilitiesExecutive Support

• Manage the CEO’s calendar, appointments, meetings, priorities, and daily schedule.
• Organize meetings and prepare agendas, supporting documents, and presentations.
• Record meeting minutes, decisions, responsibilities, and deadlines.
• Follow up with employees, managers, suppliers, contractors, and external parties on behalf of the CEO.
• Prepare a daily summary of completed, pending, delayed, and urgent matters.
• Filter unnecessary interruptions and ensure the CEO’s time is used effectively.
• Handle confidential company, employee, customer, and financial information with discretion.
• Draft professional emails, letters, internal instructions, reports, and business documents.

Accounting and Financial Administration

• Review invoices, quotations, receipts, purchase orders, payment records, and supporting documents.
• Coordinate with the company’s accountant and ensure financial records are complete and organized.
• Track customer payments, outstanding balances, supplier payments, and company expenses.
• Assist with bank reconciliations and the categorization of expenses.
• Prepare basic financial summaries covering revenue, expenses, collections, and cash flow.
• Cross-check contracts, invoices, statements of account, and payments.
• Identify missing documents, discrepancies, duplicate charges, or unexplained expenses.
• Support the CEO with budgeting, financial reporting, and cost-control follow-ups.
• Work with accounting software such as Zoho Books, QuickBooks, Xero, or a similar platform.

Operations Coordination

• Support the daily operations of the self-storage and packing and moving divisions.
• Coordinate with the sales, customer service, facility, moving, accounting, and marketing teams.
• Track moving schedules, customer requirements, staff assignments, vehicles, suppliers, and operational deadlines.
• Follow up on facility maintenance, repairs, permits, inspections, and contractor work.
• Ensure operational issues are documented, assigned, and resolved.
• Monitor employee responsibilities and report delays or performance concerns to the CEO.
• Assist with the preparation and improvement of company procedures, checklists, and reporting systems.

Sales and Customer-Service Support

• Review CRM activity, customer leads, follow-ups, quotations, contracts, and sales results.
• Monitor whether sales representatives are following up with leads correctly and on time.
• Assist with the preparation of daily and weekly sales-performance reports.
• Follow up on customer complaints and ensure they are resolved professionally.
• Monitor important customer communications when requested by the CEO.
• Help maintain Purplebox’s customer-service standards across all departments.

Administration and Document Management

• Organize contracts, licenses, permits, employee files, customer documents, supplier records, and company correspondence.
• Maintain accurate digita