Executive Assistant

Executive / Personal Assistant (Operations-Focused)

Company: (E-commerce & Education Business)

Location: Remote (Global)

Time Zone Alignment: UAE (GMT+4)

Working Hours: 9:00 AM – 5:00 PM GMT+4 (with flexibility & responsiveness outside hours when required)

Contract Type: Contractor

Compensation: $1,500 – $2,400 per month + bonuses / incentives depending on performance

Start Date: 26 January 2026

Interview Process: 1 Interview with the Founder

Company Overview

We are always trying to be leaders and innovators in e-commerce. Whether that is information we put out on social media, education we give to our students, or products we sell to our customers.”

This is a founder-led e-commerce group operating across three core pillar

• An e-commerce brand
• An education & coaching business
• Content platforms including YouTube & podcasting

Everything within the business is e-commerce-led. The environment is fast-moving, execution-focused, and designed to scale efficiently without unnecessary complexity.

Role Overview

We are hiring a high-calibre Executive / Personal Assistant to act as the founder’s right-hand operator. This is not a junior VA or task-taker role.Your mission is to win back the founder’stime, create operational clarity, and ensure nothing slips through the cracks across multiple moving parts. You will own communication flow, task coordination, light finance admin, and provide structured oversight to existing VAs—allowing the founder to focus on high-leverage, revenue-driving work.This role requires sound judgement, initiative, ownership, and calm execution with minimal oversight.

Key Responsibilities

• Founder Support & Time Protection
• Full inbox and calendar management (email triage, scheduling, prioritisation)
• Ensure zero missed messages, follow-ups, or tasks across Email & WhatsApp
• Prepare daily task lists, priority summaries, and end-of-day updates
• Act as a gatekeeper to protect founder focus and time

Operations & Task Coordination

• Coordinate tasks across multiple long-termprojects
• Track actions, dependencies, and deadlines through to completion
• Maintain clear visibility of what is completed, pending, or blocked
• Anticipate issues and resolve operational friction early
• Provide light oversight and organisational support to existing VAs

E-commerce & Data Support

• Shopify admin support (inventory tracking, suppliers, returns &refunds)
• Monitor stock levels and support re-ordering decisions
• Confident use of Google Sheets (basic–intermediate formulas)
• Comfortable analysing data, forecasts, and projections
• Ability to build basic Shopify pages using drag-and-drop builders

Finance & Administration

• Create, upload, and manage invoices (Xero & Google Drive)
• Track payables, receipts, and outstanding payments
• Support payment follow-ups where required
• Light reconciliation checks (non-accountant level)
• Maintain clean, organised digital filing systems
  

Systems & SOPs

• Create, document, and maintain SOPs
• Improve systems as the business evolves
• Support basic automation (Zapier exposure desirable)

Required Experience

• 3–10 years professional experience (minimum 3 years in a stable role)
• Proven experience as an Executive Assistant or senior operational support
• Experience supporting founders or senior leaders in multi-project environments
• Strong organisational, communication, and follow-through skills
• Confidence working with data, numbers, and spreadsheets
• Exposure to e-commerce operations (Shopify /finance / ops)
• Ability to operate independently with minimal daily supervision
• Comfortable in SOP-led environments and improving processes over time

Candidate ICP

• (Ideal Profile)Calm, organised, and proud of their work
• Genuinely cares about quality—does not cut corners
• Strong people skills; able to mirror tone and context in communication
• Understands brand voice and can oversee VA communications confidently
• Comfortable working independently without needing a social environment
• Open communication lines outside core hours when required
• Takes pride in being a long-term right-hand support role

Guiding Principles (How the Team Operates)

• Extreme Ownership – Own outcomes, not just tasks
• Communication – Clear, proactive, closes loops
• Attention to Detail – Care, accuracy, pride in execution
• Reliability – Do what you say you will, consistently
• Mindset – Positive, solutions-focuseded, team-oriented

Working Style & Expectations

• Core hours: 9:00
• AM – 5:00 PM GMT+4Availability outside hours when required (acknowledgement often sufficient)
• Less than 1 hour of daily founder input once fully onboarded

Best suited to someone invested in the business, not someone who  clocks off rigidly

Success Measures

• Founder time and cognitive load consistently reduced
• No dropped tasks, messages, or follow-ups
• Clean, organised inboxes, calendars, and systems
• Smooth e-commerce and admin operations
• Increasing trust, autonomy, and ownership over time.

If this sounds like you, we’d love to meet you.Please fill out the Application Form and we’ll be in touch if it’s a fit.