strategic executive assistant

Ignite Visibility

<div><div><div><div><div><div><div><div><div><div><div><div><div><div>Job Title: Executive Assistant to the C-Suite 
Location: Remote (U.S. based, EST or CST time zones) 
Employment Type: Full-Time
About the Role
We are not looking for a traditional assistant. We are seeking a seasoned, polished Executive Assistant to provide a strategic uplift to our C-level leadership in a fast-paced, agile digital marketing agency environment. This is a critical role for an experienced professional (5-6 years) who can operate as a seamless extension of the executive.
This is a step-change in how we approach executive support. We need a partner who can navigate a high-growth agency setting and manage complex workflows with a proactive, high-judgment approach. Your mission will be to maximize executive impact by providing clarity in chaos, anticipating needs before they arise, and managing high-stakes operations with complete autonomy.
Who You Are: Core Competencies &amp; Mindset<ul><li>
Highly Organized &amp; Detail-Oriented: You are the person others trust to never let anything fall through the cracks. Your meticulous approach to logistics, communication, and follow-through ensures that the executive operates with precision and efficiency at all times.</li><li>
Proactive &amp; Strategic Anticipation: You don't wait to be asked. You understand the executive's short-term tactics and long-term goals, using that insight to prepare materials, block strategic thinking time, and filter low-priority distractions before they consume valuable bandwidth.</li><li>
High-Stakes Judgment: You have the poise and discretion to manage sensitive information and board-level communications. You know when to act independently and when to escalate.</li><li>
Process Optimization: You are a systems thinker. You don't just follow workflows; you build and refine them to create efficiency across the entire executive support layer.</li><li>
Resilience &amp; Adaptability: You thrive in the fast-moving, ever-changing world of digital marketing and remain calm under pressure.</li></ul>
What You&rsquo;ll Do: Key Responsibilities
Strategic Calendar &amp; Resource Protection:<ul><li>
Own the executive's time with fierce protection. Proactively manage a complex, dynamic calendar across multiple time zones (EST/CST/PST), ensuring time is allocated to strategic priorities, deep work, and preparation.</li><li>
Serve as a high-level strategic filter, triaging internal and external requests with sound judgment regarding urgency and business impact to ensure the executive's focus remains on what matters most.</li><li>
Conduct light email management, flagging high-priority communications and drafting responses where appropriate to ensure critical matters are addressed swiftly.</li></ul>
Executive Communications &amp; Liaison:<ul><li>
Serve as the primary point of contact for internal teams and external partners, ensuring all interactions are handled with professionalism and the executive's voice in mind.</li><li>
Draft, review, and refine internal communications and presentations to ensure clarity and alignment with company goals.</li></ul>
High-Stakes Project &amp; Logistics Coordination:<ul><li>
Orchestrate complex travel itineraries (domestic and occasional international), including ground transportation and accommodations, with contingency plans for last-minute changes.</li><li>
Plan and execute high-profile events such as board meetings and executive off-sites, managing all logistics with a sharp eye for detail.</li><li>
Oversee the submission and tracking of expense reports, ensuring strict compliance with company policies.</li></ul>
Operational &amp; Business Support:<ul><li>
Act as a strategic liaison to other departments (IT, Finance, HR) to resolve administrative issues swiftly, ensuring the executive's workflow is never interrupted.</li><li>
Identify and implement new tools and processes to streamline executive operations and improve bandwidth across the leadership team.</li></ul>
Qualifications &amp; Experience<ul><li>
Experience: 5-6 years of EA experience with a minimum of 3 years supporting C-level executives in high-growth environments (marketing agency, SaaS, Tech, Professional Services experience is strongly preferred).</li><li>
Location &amp; Availability: Must be based in the Eastern (EST) or Central (CST) time zones. Must be available during standard U.S. business hours with the flexibility to support early or late meetings as needed a C-Suite in PST.</li><li>
Technical Mastery: Expert-level proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets), Slack, Zoom, and modern scheduling tools.</li><li>
Communication: Impeccable written and verbal English communication skills.</li><li>
Judgment: Proven track record of handling highly confidential information with the utmost discretion and integrity.</li></ul>
To Apply: 
Please submit your resume and a brief cover letter explaining your experience in a high-level C-suite support role within an agency environment and why you are looking for a strategic partnership opportunity.</div></div></div></div></div></div></div></div></div></div></div></div></div></div><div></div>

Executive Assistant to the C-Suite (Remote)

AI Acquisition

<div>About AI Acquisition
AI Acquisition is a global AI enablement platform helping founders, agencies, and entrepreneurs launch and scale AI-powered businesses.
Operating globally with the US as our primary market, we combine proprietary AI orchestration tools with proven growth systems to help our members build scalable, high-revenue businesses.
Since launching, we&rsquo;ve grown from zero to multi-seven figures in under two years, and we are now scaling aggressively toward eight figures and beyond.
Our mission is simple:
empower entrepreneurs to build life-changing businesses using AI.
We operate in a high-performance, founder-led environment where speed, ownership, and execution matter.
Learn more about us:
https://www.aiacquisition.com/
Our Co-Founder Jordan Lee speaking about the business:
https://www.loom.com/share/901416c6dac648acbe8a8b7fad8198d4 
The Role
We are looking for an Executive Assistant to support our founding team in Dubai.
This is not a traditional administrative role.
You will operate as a strategic partner to the founders, helping them stay focused on high-impact decisions while ensuring operations, communication, and priorities run seamlessly.
You will be deeply embedded in a fast-moving startup environment, supporting high-level initiatives, managing complex coordination across teams, and ensuring our leadership team operates at peak performance.
This role requires someone who is highly organized, extremely proactive, tech-savvy, and able to think several steps ahead.
Relocation to Dubai is mandatory for this position. 
What You&rsquo;ll Do
Founder Support &amp; Executive Operations<ul><li>Manage complex calendars, priorities, and daily execution for the founding team</li><li>Ensure founders are fully prepared for meetings, decisions, and strategic conversations</li><li>Coordinate across departments to ensure leadership priorities move forward quickly</li></ul>
Communication &amp; Inbox Management<ul><li>Manage and triage inboxes, Slack channels, and internal communications</li><li>Draft and respond to messages on behalf of leadership when appropriate</li><li>Ensure key messages and actions are followed up promptly</li></ul>
Meeting &amp; Coordination<ul><li>Organize leadership meetings and external calls</li><li>Prepare agendas, track action items, and ensure follow-through across teams</li><li>Coordinate with internal and external stakeholders globally</li></ul>
Travel &amp; Logistics<ul><li>Manage international travel including flights, accommodations, and itineraries</li><li>Handle documentation, visas, and travel requirements</li><li>Ensure seamless execution of travel schedules</li></ul>
Project &amp; Operational Support<ul><li>Assist founders in executing strategic initiatives and internal projects</li><li>Support cross-team coordination for company priorities</li><li>Track deliverables and ensure deadlines are met</li></ul>
Personal Assistance<ul><li>Support founders with select personal administrative matters where required</li><li>Maintain strict confidentiality across all communications and information</li></ul> 
Requirements 
What We&rsquo;re Looking For 
Experience<ul><li>Proven experience as an Executive Assistant or Personal Assistant supporting founders or senior executives</li><li>Experience in startup or high-growth environments strongly preferred</li></ul>
Execution &amp; Organization<ul><li>Exceptional ability to manage multiple priorities simultaneously</li><li>Strong attention to detail and follow-through</li></ul>
Strategic Thinking<ul><li>Ability to anticipate needs and think several steps ahead</li><li>Comfortable making independent decisions when needed</li></ul>
Tech-Savvy<ul><li>Highly comfortable using modern productivity and collaboration tools</li></ul>
Typical tools include:<ul><li>Google Workspace</li><li>Slack</li><li>Notion</li><li>ClickUp</li><li>Miro</li><li>AI productivity tools</li></ul>
Communication<ul><li>Excellent written and verbal English</li><li>Confident interacting with senior leaders, clients, and partners</li></ul>
Personal Traits<ul><li>Highly proactive and solutions-oriented</li><li>Thrives in fast-paced startup environments</li><li>Strong ownership mentality</li><li>Calm under pressure and adaptable to change</li></ul> 
Location Requirement
This role is based in Dubai and requires relocation if you are currently located elsewhere.
Candidates must be willing and able to relocate and work closely with the founding team in the UAE. 
Benefits 
Why Join AI Acquisition<ul><li>Work directly with visionary founders building a global AI company</li><li>Operate in a high-performance entrepreneurial environment</li><li>Gain direct exposure to strategy, operations, and business growth at scale</li><li>Be surrounded by exceptionally talented and ambitious people</li><li>Play a key role in shaping the future of the business</li></ul>
This is more than an Executive Assistant role.
It is an opportunity to become a trusted partner to the founders of a rapidly growing global company.
If you are someone who thrives in fast-moving environments, loves solving problems, and wants to work directly with founders building something extraordinary, we would love to hear from you.</div>

Executive Assistant to Founding Team (Dubai)

Moove

<div>
 
 About Moove
 
 
 
 Moove is building the world&rsquo;s largest fleet and best-in-class technologies to power mobility platforms. Our flagship Drive-to-Own (DTO) product democratises access to vehicle ownership with a revolutionary revenue-based financing model, enabling underserved mobility entrepreneurs to thrive.
 
 
 Our global growth has been fuelled by our partnership with Uber and backed by leading investors and lenders, including Uber, Mubadala, BlackRock, and many others. Today, Moove operates the world's largest manned &amp; autonomous ride-hail fleet, with 38k+ vehicles across 29 cities, 13 countries and 6 continents enabled by 2.1k+ employees &ndash; Moove continues to expand through strategic partnerships with industry leaders like Uber. We&rsquo;re transforming mobility to be safer, more efficient, and accessible to all, while creating economic opportunities and supporting skills development in the mobility sector
 
 
 
 About The Role
 
 
 
 We are seeking a strategically-minded Executive Assistant to support our President and Co-CEO in a role that emphasizes thoughtful organization and strategic support. This position focuses on creating structure and enabling high-level strategic thinking through excellent information management and organizational skills.
 
 
 
 Primary Responsibilities
 
 
 
 
 What You&rsquo;ll be Doing
 
 
 
 
 Strategic Support
 
 
 
 <ul>
 <li>
 Create and maintain systems that enable executives to focus on strategic thinking and decision-making
 </li>
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 Manage information flow to optimize executive's time and mental space
 </li>
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 Support strategic business planning and execution
 </li>
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 Coordinate with business unit leaders who report to the President
 </li>
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 Organise and prepare materials for strategic planning sessions
 
 
 </li>
 </ul>
 
 Executive Schedule &amp; Information Management
 
 
 
 <ul>
 <li>
 Maintain well-structured calendar that balances strategic work with operational responsibilities
 </li>
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 Manage and filter incoming information and requests to maintain executive's focus
 </li>
 <li>
 Coordinate internal meetings with business unit leaders and their teams
 </li>
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 Create stability and structure in day-to-day operations
 </li>
 <li>
 Prepare and organize materials for key meetings and decisions
 
 
 </li>
 </ul>
 
 Business Operations &amp; People Management Support
 
 
 
 <ul>
 <li>
 Support internal communications and stakeholder management
 </li>
 <li>
 Assist in coordinating with business units and P&amp;L owners
 </li>
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 Help maintain balance between strategic initiatives and operational needs
 </li>
 <li>
 Manage preparation of materials for business review meetings
 </li>
 <li>
 Support people management initiatives and internal strategic projects
 
 
 </li>
 </ul>
 
 What You Will Need For This Position
 
 
 
 
 Professional Competencies
 
 
 
 <ul>
 <li>
 Strong organizational skills with ability to create and maintain structured systems
 </li>
 <li>
 Excellent written and verbal communication abilities
 </li>
 <li>
 Experience supporting senior executives in business strategy and operations
 </li>
 <li>
 Ability to synthesise and organise complex information
 </li>
 <li>
 Strong business acumen and understanding of organizational dynamics
 
 
 </li>
 </ul>
 
 Personal Qualities
 
 
 
 <ul>
 <li>
 Natural ability to create order and structure
 </li>
 <li>
 Strategic thinker who can anticipate needs and plan ahead
 </li>
 <li>
 Calm and steady presence
 </li>
 <li>
 High emotional intelligence and good judgment
 </li>
 <li>
 Strong sense of ownership and initiative
 </li>
 <li>
 Ability to maintain stability while managing multiple priorities
 </li>
 <li>
 Excellent interpersonal skills with ability to work with various stakeholders
 
 
 </li>
 </ul>
 
 Who You'll Be Working with:
 
 
 
 Directly reporting to our President and Co-CEO, and closely working with our Operations Team.
 
 
 
 About The Team
 
 
 
 Our team is collaborative, positive, curious, and engaged. We think fast, work smart, laugh often, and are looking for like-minded people to join us in our mission to disrupt vehicle ownership and make financial freedom within reach.
 
 
 Moove is strongly committed to diversity within its community. The Company&rsquo;s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we welcome people from all backgrounds who seek the opportunity to help build a future where everyone and everything can move independently.
 
 
 
 Pre-hiring Notice:
 
 Moove relies on the accuracy of information contained in employment applications, as well as the accuracy of other data presented throughout the hiring process and during employment. Any misrepresentations, falsifications, or material omissions in any information or data provided by an applicant may result in the applicant being excluded from further consideration for employment or if an individual has already been hired, termination of employment.
 
 
 
 EEO Statement:
 
 Moove is an equal opportunity employer and does not discriminate on the basis of gender, race, sexual orientation, marital status, religion, political affiliation or any other protected characteristic.
</div>

Executive Assistant to Co-CEO & President | Dubai

Hootsuite

<div>
 We're seeking an exceptional Executive Assistant who goes beyond administrative support to become an indispensable strategic partner. In this role, you'll serve as a trusted advisor to our executive leaders, offering valuable insights while creating seamless communication channels across the organization. Your proactive leadership ensures smooth operations as you anticipate and resolve problems before they escalate. With exceptional organizational abilities, critical thinking skills, and business acumen, you'll contribute directly to strategic decisions while managing competing priorities with ease.
 
 
 The ideal candidate excels at relationship management, drives innovation in workflows, and demonstrates expertise in administrative best practices - all while maintaining a steadfast commitment to the company's objectives and becoming an essential force behind your executive&rsquo;s and team's collective success.
 
 
 This role is remote based out of Eastern North America, in Provinces/States we can legally hire in.
 
 
 
 What You&rsquo;ll Do
 
 
 
 <ul>
 <li>
 Project Management: Drive cross-functional initiatives from concept to completion, collaborating across teams and departments to align efforts, maintain momentum, and deliver outcomes that advance company goals.
 </li>
 <li>
 Event Planning: Lead the end-to-end planning of global team offsites and events, including agenda development, hotel contract negotiations for room blocks, meeting spaces, and catering, as well as coordinating team activities and securing external speakers.
 </li>
 <li>
 Backoffice Coordination: Partner with internal departments - including Tax and others - to coordinate executive presence across global offices, ensuring the right information is collected, shared, and actioned in a timely manner.
 </li>
 <li>
 Executive Time Management: Manage schedules and ensure alignment with key business priorities by utilizing strategic prioritization techniques and a deep understanding of company goals.
 </li>
 <li>
 Relationship Management: Cultivate strong relationships with key stakeholders, both internal and external, to foster collaboration and streamline communications.
 </li>
 <li>
 Ownership of Planning and Execution: Increase productivity by planning, executing, and owning tasks, and ensuring accountability for the timely completion of key deliverables.
 </li>
 <li>
 Meeting Management: Oversee end-to-end planning and execution of meetings, including agenda development, logistics, documentation of key outcomes, tracking and reporting of action items to support effective management of productive meetings.
 </li>
 <li>
 Process and Systems Management: Develop systems and workflows to enhance efficiency, improve organization, and create streamlined processes.
 </li>
 <li>
 Information Consolidation: Gather and organize organizational data and information, consolidating it into clear executive summaries to support decision-making and streamline communication.
 </li>
 <li>
 Complex Scheduling and Calendar Management: Provide dynamic and flexible scheduling and calendar support. Assist with thorough preparation for all commitments, including creating and reviewing briefing materials, meeting agendas, and itineraries.
 </li>
 <li>
 Personal Task Management: Manage personal appointments and coordinate events, tasks and activities to support a balanced and efficient work-life integration.
 </li>
 <li>
 Email Inbox Management: Efficiently manage and prioritize incoming emails, ensuring timely responses to urgent matters, organizing communication for easy access, and filtering out unnecessary distractions to maintain focus on high-priority tasks.
 </li>
 <li>
 Global Travel Management: Oversee the planning and coordination of both domestic and international travel, including oversight and approval of Department travel. This includes handling complex itineraries, managing travel documents, and ensuring all logistics are in place. Accuracy and a keen attention to detail are critical.
 </li>
 <li>
 Expense and Budget Management: Manage travel expenses and other reimbursements in a timely manner.
 </li>
 <li>
 Perform other related duties as assigned
 
 
 </li>
 </ul>
 
 What You&rsquo;ll Need
 
 
 
 <ul>
 <li>
 8-12 years of experience providing executive-level support, with demonstrated experience supporting senior executives in a fast and agile environment. Experience in the SaaS industry would be an asset.
 </li>
 <li>
 Technical Proficiency: Demonstrated high aptitude for learning new tools, systems, and processes quickly, with the ability to adapt to evolving technologies and workflows. Strong working knowledge of Microsoft Office and Google Suite.
 </li>
 <li>
 Global Travel Expertise: Significant experience managing complex global travel, including the preparation of all necessary documentation for international travel.
 </li>
 <li>
 Adaptability: Thrive in a fast-paced, often ambiguous environment, and handle changes with a positive, proactive attitude.
 </li>
 <li>
 Attention to Detail: Impeccable attention to detail in every task, ensuring flawless execution in scheduling, documentation, and travel arrangements.
 </li>
 <li>
 Prioritization and Urgency: Skilled in managing and prioritizing multiple requests simultaneously while maintaining a focus on quality, urgency, and agility. The ability to manage time effectively across multiple time zones is essential.
 </li>
 <li>
 Ownership and Initiative: Take ownership of tasks and projects with minimal supervision, anticipating needs and creating solutions that support the goals of the organization.
 </li>
 <li>
 Strong Communication Skills: Excellent verbal and written communication skills, with the ability to clearly and effectively communicate across a wide range of stakeholders.
 </li>
 <li>
 Integrity and Discretion: Display the highest level of integrity and professionalism, handling confidential information with discretion and sound judgment.
 
 
 </li>
 </ul>
 In all we do, our six guiding principles light the way:
 
 
 
 S
 
 
 tep Up:
 
 Dare to go beyond the expected to achieve greatness. #StepUp
 
 
 
 One Team:
 
 Make Hootsuite a place we soar together by respecting each other's individuality, building trust, and showing up for the team. #OneTeam #FreeToBeMe
 
 
 
 Customer Obsessed:
 
 Focus relentlessly on helping our customers succeed. #CustomerObsessed
 
 
 
 Go Fast, Be Agile:
 
 Widen our competitive advantage by committing to speed and simplicity over perfection and complexity. #GoFastBeAgile
 
 
 
 Play to Win:
 
 Commit to building an incredible, profitable company for our customers, our employees, and our stakeholders. #PlayToWin #NoExcuses
 
 
 
 Neighbours &amp; Allies:
 
 Give back to our communities and be an ally. #SocialForGood #Allies
 
 
 
 Accommodations will be provided as requested by candidates taking part in all aspects of the selection process.
 
 
 
 Canada Pay Range For This Role
 
 $90,000&mdash;$110,000 CAD
 
 US Pay Range For This Role
 
 $90,000&mdash;$110,000 USD
 
 
 
 Use of AI in Hiring
 
 
 
 Hootsuite uses artificial intelligence (AI) to support our recruitment process. These tools may assist with screening and assessing applicants and / or summarizing interview feedback. All final hiring decisions are made by human decision-makers who use their professional judgement to review and evaluate relevant candidate information in addition to AI outputs. For more information about how we use AI and your rights, please see our Careers Privacy Policy.
 
 
</div>

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Executive Assistant to the C-Suite (Remote)

Executive Assistant to Founding Team (Dubai)

Executive Assistant to Co-CEO & President | Dubai

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Executive Assistant

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