<p><strong>Location:</strong> Remote, based in the UAE or Europe. <strong>Engagement:</strong> Full-time independent contractor (you must already have your own visa and invoicing setup).</p> <p><strong>About the role</strong></p> <p>You will be the right-hand support for a Dubai-based founder. He leads a group of companies spanning performance marketing and consumer brands and divides his time between Dubai and Europe. Your responsibility is to handle all administrative work—both professional and personal—so he can focus on strategy, decisions, and deals instead of logistics.</p> <p>We’re looking for an exceptional, top-level candidate. This is a fast-moving environment with high expectations: priorities may change daily, decisions are made quickly, and tasks must be done accurately the first time. You should be proactive, comfortable working at speed, and take pride in ensuring operations run smoothly for someone who is always moving.</p> <p>This is a hands-on, high-trust position. You will manage calendars, travel arrangements, bookings, paperwork, payments, vendors, and follow-ups across multiple companies and countries. You should be the type of person who closes outstanding items without reminders and identifies issues before they require the founder’s attention.</p> <p><strong>What you will handle</strong></p> <p><strong>Business administration</strong></p> <ul> <li>Manage the founder’s calendar and inbox: triage, prioritise, draft responses, and schedule or reschedule across time zones.</li> <li>Prepare, track, and file documentation: contracts for signatures, invoices, KYC and compliance requests from banks and partners, and renewals such as trade licences, visas, and insurance.</li> <li>Coordinate with accountants, lawyers, banks, and agencies; track deadlines so nothing expires.</li> <li>Maintain organised, up-to-date shared drives, access permissions, and company records.</li> <li>Capture meeting notes when needed, record action items, and follow up with the right owners.</li> </ul> <p><strong>Travel and bookings</strong></p> <ul> <li>Plan and book flights, hotels, villas, ground transport, and restaurants—often on short notice and with changes during the trip.</li> <li>Handle loyalty programmes, entry requirements, visas, and other travel documents.</li> <li>Arrange pet travel when required.</li> </ul> <p><strong>Personal administration</strong></p> <ul> <li>Manage personal bills, subscriptions, insurance, vehicles, and property matters across Dubai and Europe.</li> <li>Oversee household staff and service providers (cleaning, maintenance, vets, groomers, trainers).</li> <li>Research and arrange appointments, gifts, events, and reservations.</li> <li>Handle remote errands such as returns, deliveries, renewals, and form submissions.</li> </ul> <p><strong>What success looks like</strong></p> <ul> <li><strong>By day 30:</strong> You fully manage the founder’s calendar and inbox, understand all company entities, banks, and key contacts, and maintain a live system for renewals and deadlines.</li> <li><strong>By day 60:</strong> You independently handle at least one complete international trip, including managing any changes that arise during travel, and you take full responsibility for personal bills and subscriptions.</li> <li><strong>By day 90:</strong> The founder is no longer involved in administrative matters. You identify issues early, preventing them from becoming urgent, and propose solutions without being asked.</li> </ul> <p><strong>What we’re looking for</strong></p> <ul> <li>3+ years’ experience as an executive assistant, personal assistant, or chief of staff supporting a founder, senior executive, or private individual.</li> <li>Based in the UAE or Europe with the legal right to work and live there already in place, and the ability to invoice as a freelancer or through your own company.</li> <li>Fluent written and spoken English is required; additional languages are a plus.</li> <li>Proven experience organising complex international travel and managing last-minute changes calmly.</li> <li>Comfort working with numbers and documentation, including expenses, invoices, bank forms, and compliance requests.</li> <li>Strong skills with Google Workspace, WhatsApp, Slack, and Notion (or similar), plus the ability to learn new tools quickly.</li> <li>Practical daily experience using AI tools such as Claude and ChatGPT for drafting, research, summarising, and structuring tasks (not just occasional experimentation).</li> <li>Evidence you proactively automate repetitive work (e.g., Zapier, Make, n8n, spreadsheet scripts, or AI agents) without being prompted.</li> <li>Discreet by default; you will handle sensitive financial, legal, and personal information.</li> <li>Independent and self-directed: works from task lists, follows up without reminders, and confirms when tasks are completed.</li> <li>Calm under pressure, dislikes unresolved details, communicates clearly and directly, and is comfortable working largely independently with a founder who moves fast and frequently changes plans.</li> </ul> <p><strong>This role isn’t suitable if</strong></p> <p>You require a strict 9-to-5 schedule with no interruptions, you prefer to wait for instructions instead of proposing solutions, or you’re uncomfortable managing another person’s finances, documents, and personal matters with full discretion.</p> <p><strong>Tools we use</strong></p> <p>Google Workspace (Gmail, Calendar, Drive), WhatsApp and Slack for daily communication, Notion for tasks and documentation, Claude for drafting, research, and workflow automation, and standard travel/booking platforms. Experience with UAE government portals (GDRFA, DED, Dubai Now) and European banking is helpful but not required.</p> <p><strong>Working hours and availability</strong></p> <ul> <li>Core hours: 09:00 to 18:00 Gulf Standard Time (UTC+4), Monday to Friday.</li> <li>When the founder is in Europe, core hours align with Central European Time.</li> <li>Be available for urgent travel or booking issues outside core hours and on weekends; this is balanced with flexible time off during quieter periods.</li> <li>Occasional in-person support in Dubai or Europe (a few days per quarter) is a bonus, not a requirement.</li> </ul> <p><strong>Confidentiality and trust</strong></p> <p>You will have access to passports, payment cards, company accounts, and private correspondence. This engagement is conditional on signing an NDA, completing reference checks, and undergoing a background check. Access will be provided gradually during the probation period.</p> <p><strong>Compensation and terms</strong></p> <ul> <li><strong>Fee:</strong> EUR 3,500 to 5,000 per month (or AED equivalent), depending on location and experience, billed monthly.</li> <li><strong>Performance bonus:</strong> Up to EUR 2,000 per month in addition to the fee, reviewed monthly against agreed targets (meeting deadlines, zero missed renewals or bookings, response times, and flagging issues before they become urgent).</li> <li><strong>Engagement:</strong> Independent contractor. You must already have the legal right to live and work where you’re based and be set up to invoice (freelance permit, sole trader, autónomo, or your own company). No visa sponsorship is provided.</li> <li>Software and travel costs are covered when in-person time is required.</li> <li><strong>Probation:</strong> Three months.</li> </ul> <p><strong>How to apply</strong></p> <p>Send your CV, your earliest possible start date, and brief written answers (a few sentences each) to the questions below:</p> <ol> <li>Describe a trip you booked that went wrong and how you resolved it.</li> <li>You receive a bank compliance request with a 48-hour deadline, and the founder is on a long-haul flight—what do you do?</li> <li>Have you previously handled personal or household matters (not only business) for a client or principal? Share an example.</li> <li>Describe one repetitive task you automated for yourself or a previous principal: what it was, which tools you used, and how much time it saved.</li> <li>Which time zone are you in, and what hours can you realistically work?</li> </ol> <p>Shortlisted candidates will complete a 30-minute practical exercise (plan a sample trip based on a short brief) before a video interview.</p>