The Role
High-ownership executive assistant responsible for reclaiming CEO time through calendar and inbox management, international travel, cross-border business administration, compliance tracking, vendor coordination, documentation, and personal or family-office support across Kerala, Dubai, and the UK. The role requires discretion, sound judgment, meticulous organization, and proactive follow-through with banks, authorities, advisors, vendors, and family members.
Summary Generated by Built In
Mozilor builds privacy and productivity SaaS products used by businesses worldwide, with operations in Kerala, Dubai and the UK. We are scaling, and the CEO's time is now our scarcest resource.
This role exists to give the CEO back at least 20% of his week. You will run the operating rhythm of the CEO's office end to end: calendar, travel, cross-border business coordination, and the personal administration that otherwise pulls the CEO away from the business.
This is not a traditional admin role. You'll be a high-ownership operating partner to the CEO: anticipating needs, closing loops without reminders, and acting on his behalf with banks, government offices, vendors, advisors and partners in three countries.
You will also support the CEO's family on other business operations and personal matters, which calls for exceptional discretion and judgement.
Key responsibilities
1. CEO office operations
- Run the CEO's operating rhythm: track every action item and close loops without him having to chase.
- Triage the CEO's inbox and messages: respond, delegate or escalate, so only decision-grade items reach him.
- Draft correspondence, presentations, investor and partner updates to a polished first-draft standard.
- Prepare and manage documentation for banking, legal, audit and personal matters, with zero errors.
2. Business coordination across Kerala, Dubai and the UK
- Be the CEO's single point of contact for business administration across all three locations, coordinating with banks, advisors, service providers and authorities as needed.
- Manage licences, registrations, visas, banking and other statutory or administrative requirements so that nothing lapses or stalls.
- Maintain a central compliance and renewals calendar for business and personal documents, licences, insurance, subscriptions and leases.
- Manage vendor and service-provider relationships for the CEO's office, holding them accountable to timelines and quality.
- Ensure every open item is tracked, documented and closed, so the CEO never has to follow up.
3. Travel management
- Plan and book end-to-end domestic and international travel: flights, hotels, transfers, visas, forex, insurance, meeting logistics.
- Build day-by-day itineraries with contingencies; handle real-time changes and disruptions.
- Manage loyalty programmes, travel documents, visa validity and entry requirements for the CEO and family.
- Reconcile travel expenses within 5 working days of return.
4. Personal and family-office administration
- Manage personal calendars, appointments, household vendors, staff coordination, and property matters across UK, Kerala and Dubai.
- Track and organise personal documents, insurance, healthcare appointments, school or family logistics where relevant.
- Coordinate events, shopping, gifting, hosting and personal travel for the CEO and family.
- Maintain a secure, organised digital filing system for all personal and business documents.
- Coordinate with auditors, tax advisors and banks for document requests.
What we're looking for
Must-have:
- 5–10 years of experience, with at least 3 years as PA/EA to a CEO, founder or MD.
- Working knowledge of UAE business and administrative processes; exposure to India and UK processes is a plus.
- Experience managing complex international travel and multi-time-zone calendars.
- Proven track record handling both business and personal matters for a principal with total discretion.
- Excellent written and spoken English.
- Strong with Google Workspace or MS Office, Notion/Asana-type trackers, and travel and expense tools.
- Obsessive attention to detail, with a system for everything and a habit of closing loops.
Nice-to-have:
- Experience in a tech/SaaS company, family office or founder-led business.
- Malayalam (for Kerala liaison) and/or Arabic or Hindi.
- Basic finance literacy: invoices, payments, reconciliation, tax documentation.
Skills Required
- 5-10 years of experience
- At least 3 years as a personal or executive assistant to a CEO, founder, or managing director
- Working knowledge of UAE business and administrative processes
- Experience managing complex international travel and multi-time-zone calendars
- Proven experience handling business and personal matters for a principal with total discretion
- Excellent written and spoken English
- Strong proficiency with Google Workspace or Microsoft Office
- Experience with Notion, Asana-type trackers, and travel and expense tools
- Exceptional attention to detail and consistent follow-through
- Exposure to Indian and UK administrative processes
- Experience in a technology or SaaS company, family office, or founder-led business
- Malayalam, Arabic, or Hindi language skills
- Basic finance literacy, including invoices, payments, reconciliation, and tax documentation
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The Company
What We Do
Mozilor is a technology company that builds products to simplify work. Founded in 2017, it develops innovative product lines including CookieYes, WebToffee, and WebYes. Its solutions help create transformative customer experiences for more than 1.5 million websites, serving organizations from major brands such as Toyota and Reuters to small businesses and startups. The company is also a leader in global privacy and cookie-compliance technology.
