KAYALI Executive Assistant

Description

Who we are

Fueled by passion, KAYALI was founded in 2018 by beauty mogul and fragrance fanatic, Mona Kattan. Translating to 'my imagination' in Arabic, KAYALI provides a modern fragrance experience

inspired by Mona's rich Middle Eastern heritage and the art of layering scents to help you create your mood; where sharing scents is a ritual and smelling good is both an act of goodwill and self-love.

Mona collaborates with some of the world's most renowned perfumers and sources the finest ingredients to create unique juices that are infinitely memorable, long-lasting, and cruelty-free. Each luxurious fragrance is an ode to true craftsmanship and tells a special story, from the addictive notes to the multi-faceted jeweled bottles.

Our Mission

To make everyone feel like the diamond they are! To build a global community of fragrance lovers through the power of scent and by providing them with the most innovative & luxurious fragrances, education and sharing our Middle Eastern fragrance rituals with the world.

Summary

The Executive Assistant to the two C-suit level of KAYALI Dream Makers will serve as a strategic partner, ensuring seamless operations and enabling leadership to focus on global growth and innovation. This role demands exceptional organizational skills, discretion, and a deep understanding of luxury brand dynamics.

Essential Duties and Responsibilities

Calendar & Travel Management

• Proactively manage complex global schedules, including high-priority meetings, investor calls, and international travel itineraries.
• Coordinate multi-time-zone logistics, visas, and accommodations while anticipating executive needs (e.g., preparation time, local stakeholder briefings).

Communication & Stakeholder Liaison

• Serving as a primary point of contact between the leader, internal teams, and external partners, representing KAYALI values in every interaction.
• Screen and prioritize emails, calls, and reports, flagging urgent matters and drafting responses on behalf of leadership.

Strategic Support

• Prepare briefing materials, presentations, and reports for board meetings, investor pitches, and global market analyses.
• Support steering committee objective tracking and follow-up on action items.
• Conduct competitive research and synthesize insights on fragrance industry trends to inform decision-making.
• Assist in tracking KPIs, budgeting, and expense reporting for executive review.
• Preparing briefing packs, pre-reads, and follow-ups for key leadership, board, and investor meetings, capturing actions and ensuring on-time execution.

Project & Event Coordination

• Oversee cross-departmental initiatives, such as leadership meetings, strategic planning days.
• Plan high-profile events, including luxury product showcases, executive summits, and client dinners, managing RSVPs and vendor coordination.

• Consolidation and submission of executive and leadership team expenses through Expensify, ensuring accurate coding, supporting documentation, and alignment with company policies.
• First-line review and tracking of direct reports' expenses for the [CPO/CEO/etc.], flagging discrepancies and coordinating timely approvals.
• Handle sensitive data, contracts, and intellectual property with utmost discretion.
• Maintain organized digital filing systems and streamline office workflows.

Requirements

• Experience: 5+ years as an Executive Assistant supporting C-suite executives, preferably in luxury goods, beauty, or fragrance industries.
• Mastery of Microsoft Office Suite, CRM platforms (e.g., Salesforce), and virtual meeting tools.
• Superior written/verbal communication in English; proficiency in additional languages (e.g., French, Arabic) is a plus.
• Agile problem-solving and ability to thrive in fast-paced, culturally diverse environments.
• Traits: Proactive, detail-oriented, and adept at balancing competing priorities with professionalism, kindness and gratitude.
• Familiarity with fragrance development cycles, supply chain logistics, or luxury retail operations.
• Experience coordinating international travel and managing virtual teams across time zones.