Executive Assistant to Founder for a Marketing Agency

Paired · Portugal · posted today ago

Listing supplied by Himalayas. 101 Careers did not originate this post and applications are handled by the employer.

About this role

Paired is a global recruiting agency that pairs remote work with top-tier talent. We help individuals from around the world connect with great companies that are looking for their specific skill set. Our mission is to provide great jobs to talented people, no matter where they are located.

About Our Clients

Our client is the founder of a Dubai-based agency operating in a fast-paced international environment. The founder moves fast, communicates directly, and has very high standards. The right person for this role genuinely enjoys operating in high-responsibility environments and takes pride in making chaos look effortless.

This role is for someone who is naturally proactive, highly organized under pressure, emotionally steady, and extremely responsive. You will be managing personal logistics, travel, scheduling, household coordination, and lifestyle operations with minimal oversight.

If you need step-by-step instructions, frequent check-ins, or structured corporate environments, this role will not be a fit.

Responsibilities

Coordinate personal travel arrangements including flights, accommodations, transportation, restaurant reservations, and itineraries
Manage personal scheduling including medical appointments, fitness sessions, grooming, and other lifestyle commitments
Handle visa renewals, residency documentation, licenses, and other personal administrative requirements proactively
Coordinate household-related operations including vendors, maintenance, deliveries, installations, repairs, and property-related communication
Manage personal errands, sourcing requests, returns, exchanges, and gift procurement
Communicate with external stakeholders including accountants, lawyers, building management, concierge services, and vendors
Handle time-sensitive and last-minute logistical requests efficiently
Maintain accurate calendar management across different time zones
Anticipate problems before they arise and execute solutions independently
Ensure a high level of confidentiality, professionalism, and discretion at all times

High-Level Execution

Proactively identify and resolve challenges before they arise
Work autonomously and make confident, well-informed decisions swiftly
Communicate with clarity, precision, and professionalism
Uphold the highest standards of discretion and confidentiality consistently
Remain composed and effective in high-pressure situations
Exude natural assertiveness with a calm and measured approach
Bring extensive experience working remotely over multiple years
Possess in-depth knowledge of the hospitality, luxury, and travel industries
Efficiently coordinate and manage international vendors independently

Requirements

At least 2 years of experience supporting a founder, executive, entrepreneur, or C-level professional
Availability across Dubai and European time zones required
Strong experience working remotely across multiple time zones
Polished, presentable and professional appearance
Socially sophisticated, boasting high emotional intelligence
Proven track record in affluent and high-achieving settings
Must be highly responsive, detail-oriented, and reliable
Excellent spoken and written English with strong communication skills
Strong organizational skills with the ability to manage multiple priorities simultaneously
Highly proactive, resourceful, and capable of operating independently without constant supervision
Comfortable working in a high-responsibility environment with changing schedules and urgent requests
Strong internet research and problem-solving skills
Able to maintain professionalism and composure under pressure
Experience coordinating international travel and lifestyle logistics is highly preferred
Candidates with only junior VA or entry-level administrative experience may not be considered