Position : Executive Assistant
Working Hours : overlap with UK and UAE, they can finish afternoon UK time. Assume something like 8am to 5pm UAE time (4am to 1pm UK time)
Salary range : 1000 to 1200 USD
ABOUT THE ROLE:
This role is diverse, as it will cover responsibility across multiple companies and people.
About 50 - 60% of time will be spent directly supporting the Managing Director (MD) and his companies, with the remaining time supporting the team at one specific company in Dubai.
SPECIFIC DUTIES AND RESPONSIBILITIES
- Build a database of SOP's for the exec and companies, particularly around repeatable tasks.
- Managing various email inboxes and responding on behalf of the MD (where appropriate).
- Attending meetings, taking meeting notes, producing minutes of meetings, following up specific actions and preparing future agendas (most meetings are remote via Google Meets).
- Helping manage exec. calendars and ensuring MD has any relevant research/information before critical meetings/calls.
- Compiling operational documentation to support projects eg. Export Shipping Documentation, Delivery Notices etc. (most of these have templates which can be followed)
- Following up overdue payments from customers
- Managing certain payments on behalf of the MD (eg. tax departments, company bills, personal expenses etc)
- Keeping software subscriptions up to date.
- Supporting teams with monthly reporting (collecting information)
- Arranging gifts for clients post-project completion
SECONDARY TASKS/REQUIREMENTS
These are not essential, however any of these skills/experience would improve a candidate's odds of success in the role/interview.
- Marketing experience (eg. SEO, Adwords, Copywriting, Canva design etc)
- Automation experience (eg. Building Zaps to improve software workflows)
- Bookkeeping experience (we use XERO)
- Sales Lead Generation - identifying prospects, sending cold emails and quotes, following up etc.
- Customer Support - Managing customer enquiries, managing returns/refunds, building SOP's around typical questions etc.
Tools/Requirements
Experience using the following tools is important
- Strong EA experience, with the skill and initiative to show us other areas where the candidate can support us, rather than just following instructions. We need this candidate to be self-motivated, taking as much of the minor tasks away from the MD to free up his time.
- Ability/Desire to lead. This candidate may end up moving into a "Chief of Staff" role within 12 months, managing other remote support personnel.
- We run on Google Workspace - so Gmail, Google Sheets, Google Docs etc.
- Experience with Notion - eg. building databases from scratch with a knowledge of connected databases and filters. We will use Notion to build our process database, company information etc.
- Screen Recording using Loom
- Any experience with web-building tools would be helpful (eg. Shopify and Webflow)
