Executive Assistant - Prime Circle Group

• Location: Dubai / Remote / Hybrid
• Contract: Full-time – Permanent | Start under a Service Agreement / Independent contract
• Languages: French & English — fluent in both (written & spoken)
• Reporting to: Managing Director / COO
• Experience required: 3 to 5 years minimum in an executive assistant, operations, & office management role, ideally within a fast-growing startup/scale-up or an international environment.

Role:

As Executive Assistant at Prime Circle Group, you will be the operational backbone of the group. You'll play a central and highly trusted role in keeping the entire administrative, financial, HR, and organizational infrastructure running smoothly across multiple entities and markets. This is not a standard assistant role; it's a high-responsibility position for someone who thinks in systems, is fluent in numbers, and takes ownership of their perimeter without being asked twice.

You'll work directly with the founders and leadership team, handling sensitive information with full discretion and ensuring that nothing falls through the cracks ever.

5 keypoints

• 🔢 Numbers-driven - Bank balances, payments, commissions, reconciliations: you read a financial statement, spot an anomaly, and flag it before anyone asks.

• 🛠️ Tool-fluent - Notion, Google Drive, CRM, SaaS: you structure, organize, set up access, and make sure everyone operates in a clean and functional environment.

• 🎯 Uncompromising rigor - No misfiled document, no late payment, no missed deadline. You are the person the group relies on to make sure nothing slips through the cracks.

• ⚡ Proactive by default - You don't wait to be told. You anticipate blockers, follow up before it's too late, and bring solutions before the problem is even raised.

• 🌍 Language FR / EN - You write, coordinate, and represent the group in both French and English, written and spoken.

Core Responsibilities

1. Corporate & Legal Administration

• Manage and track all administrative matters across the group's entities
• Maintain and update corporate documents (articles of incorporation, licenses, registries) in coordination with the accounting firm
• Track employee files, service agreements, and insurance policies
• Manage contracts with partners and coordinate signatures
• Ensure rigorous archiving and document classification across all entities

2. Financial Operations & Banking Coordination

• Process and track all outgoing payments: salaries, service providers, partners, referral fees, and client refunds
• Manage multi-account banking across entities: inter-bank transfers, incoming payment verification, and balance monitoring
• Own the relationship with the accounting firm: monthly sync, document transmission, and financial consolidation when needed
• Ensure no payment is late, no balance is unmonitored, and no discrepancy goes unreported

3. HR & Contractor Management

• Handle the full administrative lifecycle of employees and contractors: onboarding paperwork, contract creation, and quarterly review preparation
• Manage commission calculations for the sales team — accurate, on time, every time
• Coordinate hiring administration: document collection, file structuring, and system setup

4. Tools, Data & Process Organization

• Own the structure and maintenance of Notion, Google Drive, and all internal tools
• Build and enforce clean folder architectures and naming conventions across the group
• Manage onboarding access creation: email accounts, CRM, Notion, and relevant SaaS tools
• Identify and fix process gaps before they become problems

5. Office Management & Subscriptions

• Manage office logistics, supplies, and day-to-day operational needs
• Track, renew, and optimize all SaaS subscriptions across the group
• Coordinate with external service providers and ensure follow-through on all open matters

Profile

• 3–5 years minimum in an executive assistant, operations manager, or chief-of-staff adjacent role, ideally within a fast-scaling startup or international business environment
• Highly comfortable with numbers — able to read a bank statement, discuss with the accountant, spot an anomaly, and reconcile figures without hand-holding
• Advanced proficiency with productivity and operations tools: Notion, Google Workspace, CRM platforms, and general SaaS environments
• Structured, precise, and proactive — you don't wait to be asked, you anticipate
• Able to manage multiple priorities simultaneously without losing detail or quality
• Language: French and English — written and spoken

What We Offer

• A central, high-trust role within a fast-growing international group
• Direct collaboration with founders and leadership on a daily basis
• A flexible, remote-friendly working culture (Dubai presence is a strong plus)
• $1,800 – $2,500 per month, depending on experience and level of responsibility
• The opportunity to build and own the operational infrastructure of a scaling group across multiple brands and entities

Interested? Apply now or reach out directly. We're looking for rigorous, talented individuals who take full ownership and deliver every time.