M&A Executive Assistant - OPS & Admin

About Ecomswap

Ecomswap is a boutique M&A advisory and acquisitions platform focused on Direct-to-Consumer (DTC), e-commerce, and digital businesses. We operate in a fast-paced, execution-driven environment where structure, confidentiality, and operational discipline are critical to success.

As our leadership team and transaction volume continue to grow, we are seeking a highly organized, proactive Executive Assistant to support senior leadership and assist with day-to-day operational and administrative functions. This role is central to keeping the business running smoothly and professionally. We are a small but growing team and are looking for a superstar to join us for this role.

The Role

The Executive Assistant will provide comprehensive administrative, scheduling, and operational support to senior leadership, while also assisting the Operations & Administration function with coordination, documentation, and internal process support.

This role goes beyond calendar management. You will be trusted with sensitive information, internal documentation, and cross-functional coordination. The ideal candidate is detail-oriented, discreet, dependable, and comfortable working in a dynamic environment with shifting priorities.

Key Responsibilities

Executive & Schedule Support

• Manage calendars, appointments, and meetings for senior leadership
• Coordinate internal and external meetings across multiple time zones
• Prepare agendas, meeting notes, and follow-up action lists
• Act as a gatekeeper to ensure efficient use of leadership time
• Handle professional correspondence on behalf of leadership when required

Administrative & Operations Support

• Support day-to-day administrative activities across the business
• Assist the Ops/Admin function with coordination of internal tasks and requests
• Maintain organized digital filing systems and shared folders
• Support onboarding and offboarding administration (documentation, access tracking, coordination)
• Assist with travel arrangements, expense tracking, and basic reporting

Document Control & Organization

• Assist in maintaining structured document control practices
• Ensure documents are correctly named, stored, version-controlled, and accessible
• Support preparation, formatting, and review of internal documents, contracts, and templates
• Track approvals, signatures, and document status where required
• Help maintain consistency with internal operating procedures and file structures

Coordination & Communication

• Act as a liaison between leadership and internal teams
• Follow up on assigned actions to ensure deadlines are met
• Support cross-functional coordination with professionalism and discretion
• Handle confidential information with integrity and care

Requirements

We are looking for candidates who demonstrate:

• 2–5 years of experience as an Executive Assistant, Personal Assistant, or Administrative Officer
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Confidence working with senior leadership and sensitive information
• Familiarity with document control, filing systems, and administrative best practices
• Proficiency in common productivity tools (Google Workspace, Microsoft Office, task management tools)
• Ability to manage multiple priorities calmly and professionally
• On-site availability in the UAE (mandatory)

Experience in professional services, consulting, finance, legal, or fast-growing companies is an advantage.

What We Offer

• Competitive salary package
• Exposure to a professional M&A and advisory environment
• A central role supporting leadership and business operations
• Structured working environment with clear expectations
• Opportunity to grow into senior operations or office management roles
• Supportive leadership and collaborative team culture

How to Apply

Please submit your CV along with a brief summary of your experience supporting executives and managing administrative responsibilities.

We are looking for a reliable, organized, and professional Executive Assistant who takes pride in keeping things running smoothly and efficiently.