Team Executive Assistant

We are seeking an experienced and reliable Team Executive Assistant to support our Founder, Business Manager, and the team. The ideal candidate is highly detailed, quick-thinking, and capable of resolving issues on short notice with minimal supervision. This role demands someone with a proven track record of assisting C-Level executives, showcasing exceptional time management and flexibility. The successful candidate must thrive under pressure, exhibit strong organizational skills, and consistently deliver reliable support. This role involves managing a variety of administrative and operational tasks, coordinating logistics, and ensuring seamless communication between the Founder, Business Manager, and internal departments.

Roles and Responsibilities (but not limited to):

Admin and Operations

• Manage, liaise, and complete projects/campaigns assigned by the Business Manager.
• Respond to external emails (fans, prospects, gifts, PR agencies, podcast requests).
• Arrange meetings and share reminders; take minutes and track progress.
• Build and maintain a client/partner database.
• Send gifts for celebrations.
• Organize digital and physical files.
• Deliver end-of-campaign reports.
• Optimize the Founder’s calendar weekly.
• Create templates and processes for efficiency.
• Monitor monthly expenses and submit for reimbursement.
• Review contracts for BM's approval and ensure secure filing.
• Handle logistics for trips and events (visas, bookings, RSVPs); manage travel itineraries.
• Support hiring processes.
• Track client interactions throughout the year.
• Follow up on project payments with Finance.
• Respond promptly to requests via email/WhatsApp.
• Ensure tasks are on time, within scope, and budget.
• Develop project scopes, objectives, and resource plans.
• Track project progress and provide updates.
• Perform risk management.
• Coordinate logistics for projects/campaigns (flights, hotels, visas, etc)
• Manage calendar, expense reports, confidential correspondence, travel plans, and documents.
• Facilitate smooth communication between the Founder, the BM, and internal departments.
• Keep Founder and BM informed of commitments and responsibilities.
• Act as a "barometer" for environmental issues, keeping BM and Founder updated.
• Draft acknowledgment letters and personal correspondence.
• Prioritize tasks, handle conflicting needs, and meet deadlines.
• Handle gifts and sample deliveries.
• Coordinate executive communications and interface with clients.
• Prepare internal/external documents for team and partners.
• Maintain confidentiality and professionalism.
• Update show brief and sponsorship deck.
• Manage shoots calendar and prepare equipment.
• Coordinate subtitles and on-set logistics.

Talent Management

• Assist in managing all talents being managed by the BM.
• Coordinate and elevate the merchandise process including design, logistics, promotion, and inventory.
• Keeping track of all the clients we work with throughout the year.
• Looking after all the logistic matters for trips (Visas/bookings/flights/accommodation/transportation) and events/dinners, RSVPs, etc., while making sure to always get the best in the interest of the Talents and his team.
• Gathering SM insights of the Talents, and updating their profiles on a monthly basis (end of each month).

What you’ll need:

• Bachelor's degree required in Business Administration or any degree related to project management or business management is preferred
• Strong work tenure: five to 7 years of experience supporting C-Level Executives
• Experience and interest in Project Management
• Strong presentation skills
• Quick thinker; able to handle work and pressure independently.
• Flexibility with time
• Resourcefulness
• Proficient in Microsoft Office ( Word, Excel, and Power Point), Adobe Acrobat, or Google Suite (Google meet, forms, calendar) and Social Media web platforms.

You’ll love this job if you are:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with team members and external business liaisons
• Expert level written and verbal communication skills in English; Arabic is a plus
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

What's in it for you:

We offer an opportunity to grow within the company and help you enrich your experience and learning through exposure to different assignments within your role and make a positive impact personally and professionally.