Executive Personal Assistant to Founder

About the role

Business administration

• Manage the calendar and inbox across time zones, including triage, prioritization, drafting replies, and rescheduling.
• Prepare, chase, and file contracts, invoices, KYC and compliance requests, and company renewals.
• Coordinate with accountants, lawyers, banks, and agencies while tracking deadlines.
• Maintain shared drives, access lists, and company records.
• Take meeting notes, track action items, and follow up with responsible people.

Travel and bookings

• Plan and book flights, hotels, villas, ground transport, and restaurants, often at short notice.
• Manage loyalty programs, entry requirements, visas, and travel documents.
• Coordinate pet travel logistics when required.

Personal administration

• Handle personal bills, subscriptions, insurance, vehicles, and property matters in Dubai and Europe.
• Manage household staff and service providers such as cleaners, maintenance providers, vets, groomers, and trainers.
• Arrange appointments, gifts, events, reservations, deliveries, returns, renewals, and forms.

What the employer is looking for

• At least three years as an executive assistant, personal assistant, or chief of staff to a founder, senior executive, or private individual.
• Candidates must be based in the UAE or Europe, have the right to work there, and be able to invoice as a freelancer or through their own company.
• Fluent written and spoken English is required; additional languages are a plus.
• Experience booking complex international travel and managing last-minute changes is required.
• Candidates should be comfortable with expenses, invoices, bank forms, and compliance requests.
• Strong ability with Google Workspace, WhatsApp, Slack, Notion, or similar tools is required.
• Daily practical use of Claude and ChatGPT for drafting, research, summarizing, and structuring work is required.
• A track record of automating repetitive tasks with workflow or AI tools is required.
• Discretion, self-direction, calmness under pressure, and strong follow-through are required.

Tools and useful experience

• The tools used include Claude, ChatGPT, Google Workspace, WhatsApp, Slack, Notion, and travel and booking platforms.
• Experience with UAE government portals such as GDRFA, DED, and Dubai Now, or with European banking, is useful but not required.

Working hours and availability

• Core hours are 09:00 to 18:00 Gulf Standard Time, Monday to Friday.
• Hours may shift when the founder is in Europe or North America.
• Urgent travel or booking issues may require availability outside core hours and on weekends, balanced with flexible time off.
• Occasional in-person time in Dubai or Europe may occur a few days per quarter but is not required.

Confidentiality and trust

• The role provides access to passports, payment cards, company accounts, and private correspondence.
• Engagement is conditional on a signed NDA, reference checks, and a background check.
• Access is granted progressively during the probation period.

Compensation and terms

• The fee is EUR 3,500 to 5,000 per month, or the AED equivalent, depending on location and experience.
• A performance bonus of up to EUR 2,000 per month may be paid against agreed targets.
• The engagement is as an independent contractor and requires the ability to invoice.
• No visa sponsorship is provided.
• Software and travel costs are covered when in-person time is needed.
• The probation period is three months.

Application process

• Shortlisted candidates complete a 30-minute practical task involving planning a sample trip before a video interview.