Executive Assistant

Job Title: Executive & Personal Assistant

Location : Dubai, UAE (with flexible hours to overlap with US & EU time zones)

Employment: Full-Time

Start Date: Immediate

About the Role

We are seeking a highly organized and adaptable Executive Assistant to support our partners and manage administrative and operational functions across entities in the UAE, Europe, and the east coast United States. 

This role requires a proactive, tech-savvy, and detail-oriented professional who thrives in a dynamic, high-performance environment. You will play a pivotal role in ensuring smooth day-to-day operations, managing internal and external communications, and supporting a wide range of business activities.

In addition to your core responsibilities as an Executive Assistant, you will also provide personal assistance to senior partners by helping them streamline both their professional and personal commitments. You must be proactive, resourceful, trustworthy, and comfortable navigating diverse tasks with grace and precision.

Key Responsibilities

• Administrative & Communication
• Manage executive calendars, schedule across time zones, prepare agendas/notes
• Monitor and manage shared and virtual inboxes; draft and respond to professional correspondence
• Liaise with clients, partners, counsel, and government offices/regulatory bodies

• Entity & Compliance Support
• Maintain and organize digital filing systems (Dropbox, Google Drive)
• Assist with company filings
• Coordinate the preparation and stewardship of key corporate documents, including contracts, board actions, and compliance records
• Develop an understanding of the corporate structure and ensure proper governance

• Project & Task Coordination
• Support basic updates to company websites (WordPress proficiency preferred).
• Manage and coordinate tasks with external stakeholders (vendor spreadsheets, invoices, receipts)
• Track internal tasks and deadlines; follow up with executives and external partners.
• Research and recommend productivity tools to streamline workflows.

• Other Responsibilities
• Coordinate travel arrangements, bookings, and itineraries across time zones.
• Support occasional light travel or external tasks across the UAE 
• Collaborate across multiple companies under shared ownership and management.

• Fluency in English with excellent written and verbal communication skills.
• Based in Dubai, UAE, with flexibility for occasional in-person errands and light travel.
• Strong administrative and organizational skills; resourceful and proactive.
• Full proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Familiarity with corporate governance, filings, and compliance.
• Ability to multitask and manage shifting priorities across time zones.
• Nice to Have: Prior experience supporting executives in multi-entity, multinational organizations, Basic knowledge of WordPress/web editing tools (e.g., Elementor or similar)