Executive Assistant

This is a fully remote position, open to applicants in United Arab Emirates (UAE).

📋 Description

• Complete oversight of the Founder's calendar across various timezones.

• Proactive management of priorities, conflict resolution, and safeguarding of focus periods.

• Pre-meeting preparation: agenda creation, attendee background information, previous context, and discussion points.

• Post-meeting follow-ups, action item tracking, and accountability management.

• Serve as the primary filter for incoming inquiries from investors, partners, customers, and vendors.

• Maintain an organized CRM for contacts, conversations, and follow-up schedules.

• Monitor the progress of each active customer Proof-of-Concept (POC) and enterprise pilot from initiation to conversion.

• Keep a centralized source of truth for POC status, including current stage, internal owner, customer stakeholders, success criteria, deadlines, obstacles, and subsequent steps.

• Conduct weekly POC reviews with the Founder, highlighting stalled deals, overdue deadlines, and issues needing direct attention.

• Facilitate follow-ups with customer technical teams, procurement departments, and decision-makers to ensure nothing is overlooked.

• Manage transitions between the Founder, technical team, and customers to maintain project momentum.

• Track commitments made during sales calls (deliverables, demonstrations, technical responses) and ensure timely fulfillment.

• Prepare POC status updates for the Founder prior to significant customer interactions.

• Handle all aspects of travel planning: flights, accommodations, ground transportation, and visas (UAE, KSA, Qatar, EU, Schengen).

• Create itineraries surrounding customer meetings, conferences (LEAP, GITEX, etc.), and investor engagements.

• Provide real-time travel assistance during any disruptions.

• Organize executive meetings, board sessions, and investor updates.

• Prepare materials, presentations, and pre-reading documents ahead of time.

• Manage the Founder's participation in industry events and conferences throughout the GCC.

• Track all incoming contracts (NDAs, MSAs, DPAs, vendor agreements).

• Collaborate with external legal advisors for contract review and turnaround.

• Maintain a contract registry, including renewal dates, key terms, and obligations.

• Oversee recurring company rhythms: leadership meetings, all-hands gatherings, and quarterly reviews.

• Assist with hiring logistics: scheduling interviews, communicating with candidates, and coordinating offers.

• Conduct ad-hoc research projects such as vendor selection, market research, and competitive analysis.

• Provide personal administrative support for the Founder when it aligns with work efficiency (visa renewals, banking logistics, etc.).

• Organize and manage shared documentation in Notion and Google Drive.

• Ensure that investor data rooms, board materials, and customer-facing materials are kept up to date.

• Develop lightweight systems for tracking recurring tasks and deliverables.

⛳️ Requirements

• 3–5 years of experience as an Executive Assistant, Chief of Staff support, or a similar position — preferably supporting a founder or C-level executive in a startup, scale-up, or private equity-backed company.

• Exceptional written and spoken English (C1+).

• Proven ability to manage complex calendars across multiple timezones and travel arrangements.

• Comfortable working asynchronously and across different timezones with minimal oversight.

• Strong written communication skills — capable of drafting professional emails for enterprise customers, investors, and government contacts, ensuring appropriateness for each audience.

• Highly organized, detail-oriented, and adept at managing multiple threads simultaneously.

• Proven track record of tracking and advancing multiple parallel workstreams (sales pipeline, POCs, projects) without oversight.

• Ability to handle confidential information (financials, M&A, hiring, customer data) with discretion and professionalism.

• Proficient in modern productivity tools: ChatGPT, Claude, Google Workspace, Notion, Slack, Zoom, and calendar management tools.

🏝️ Benefits

• Competitive salary.

• 24 days of paid time off.

• Direct access to and a high-trust working relationship with the Founder.

• Exposure to the comprehensive operational landscape of a venture-backed sovereign AI/cloud startup.

• Clear growth trajectory toward Senior EA, Chief of Staff, or Operations roles.

• Fully remote work environment.

• Annual budget for tools, equipment, and professional development.