Executive Assistant to Founder & General Manager- Reformatory Lab

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.

• 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.

• 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.

• 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 trade shows and conferences.

• 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.

• 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.

• Bachelor’s degree or Equivalent

• Minimum 5 years of experience as an Executive Assistant supporting a senior leader or founder

• 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.