Executive Assistant

We are seeking an experienced and reliable 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 nee

• 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 Executiv
• Experience and interest in Project Management
• Strong presentation skill
• 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 platform

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 liaison
• 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.