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Executive Assistant to the CEO, DTC/E-commerce Agency

Location

Spain

Posted

4 days ago

Salary

0

Seniority

Senior

5 yrs expEnglish

Job Description

Executive Assistant to the CEO, DTC/E-commerce Agency

Paired

• Own the CEO’s calendar across Dubai, European, and US time zones. • Triage the CEO’s inbox daily, respond on behalf of the CEO where appropriate, flag what requires attention, and remove what does not. • Build buffer time, prep time, and travel time into the CEO’s schedule. • Send meeting invites with agendas and prep documents attached. • Confirm meetings 24 hours in advance and productively reschedule cancellations. • Prepare a one-page brief before every external call covering who, what, why, and desired outcome. • Research attendees and companies in advance. • Take notes during client and Google rep calls. • Capture action items and drive follow-up so nothing slips. • Maintain a tracker of open commitments across meetings. • Draft emails, Slack messages, and short documents in the CEO’s voice. • Manage outbound communication when the CEO is offline or traveling. • Handle communication with the integrator and other senior team members on behalf of the CEO. • Plan and book business travel, including flights, hotels, drivers, and transfers. • Build multi-stop itineraries with backup plans. • Coordinate with Google reps, clients, and partners on the ground. • Maintain the CEO’s travel preferences, including airlines, seats, and hotel chains. • Lead the operational side of new client onboarding. • Schedule kickoff calls, send contracts, and set up internal Slack channels. • Book recurring bi-weekly strategy sessions. • Coordinate with the integrator on systems and SOPs. The EA executes; the integrator designs. • Act as the first point of contact for external parties trying to reach the CEO. • Politely decline or redirect requests that do not warrant the CEO’s time. • Maintain relationships with EAs at partner companies and Google. • Coordinate introductions and warm handoffs. • Ensure the CEO’s daily content goes live without delay. • Distribute posts to internal engagement groups. • Monitor reach and leave strategic comments on relevant peer accounts on behalf of the CEO. • Plan B-roll shots for video content. • Source venues and locations for content shoots. • Coordinate outfit and styling logistics for shoots. • Act as the producer for content production, not the creative. • Schedule interviews and coordinate between candidates and the team. • Send offers and run early-stage onboarding for new hires. • Support the HR manager and recruiter where capacity is needed.

Job Requirements

  • 5+ years of experience as an Executive Assistant, ideally supporting a founder, family office principal, or C-suite executive at a fast-moving company.
  • Native or near-native English written communication.
  • Ability to draft client follow-ups, board updates, Slack messages, and short documents in the CEO’s voice.
  • Ability to turn a 90-minute meeting into five clear action items.
  • Strong fluency with Slack, Gmail, ClickUp, Calendly, Notion, and modern AI tools such as Claude and Gemini.
  • Ability to think one step ahead without overstepping.
  • Calm under pressure and able to manage competing priorities.
  • Strong judgment, discretion, and trustworthiness.
  • Ability to politely tell a senior client that the CEO is not available while making them feel handled.
  • Ability to politely flag conflicts, priorities, and commitments to the CEO.

Benefits

  • Competitive salary.
  • Ability to work remotely.

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