Headquarters: Dubai, United Arab EmiratesURL: https://aceventures.ai/
Location: Remote, based in the UAE or Europe. Engagement: full-time independent contractor (own visa and invoicing setup required).
About the role
You will be the right hand to a Dubai-based founder who runs a group of companies in performance marketing and consumer brands and splits his time between Dubai and Europe. Your job is to take every administrative task off his plate, business and personal, so his time goes to decisions and deals rather than logistics.
We are looking for an A player. This is a fast-moving environment with high expectations: priorities change daily, decisions are made quickly, and the standard is that things get done properly the first time. You need to be driven, want to work hard, and take pride in running a tight operation for someone who moves fast.
This is a hands-on, high-trust role. You will handle calendars, travel, bookings, paperwork, payments, vendors and follow-ups across several companies and several countries. You should be the kind of person who closes loops without being chased and notices problems before they land on his desk.
What you will own
Business administration
Manage calendar and inbox: triage, prioritise, draft replies, schedule and reschedule across time zones
Prepare, chase and file documents: contracts for signature, invoices, KYC and compliance requests from banks and partners, company renewals (trade licences, visas, insurance)
Coordinate with accountants, lawyers, banks and agencies; track deadlines so nothing lapses
Keep shared drives, access lists and company records organised and current
Take notes in meetings when asked, track action items and follow up with the people responsible
Travel and bookings
Plan and book flights, hotels, villas, ground transport and restaurants, often on short notice and with changes mid-trip
Manage loyalty programmes, entry requirements, visas and travel documents
Coordinate pet travel logistics when required
Personal administration
Handle personal bills, subscriptions, insurance, vehicles and property matters in Dubai and Europe
Manage household staff and service providers (cleaning, maintenance, vets, groomers, trainers)
Research and arrange appointments, gifts, events and reservations
Run errands remotely: returns, deliveries, renewals, forms
What success looks like
By day 30: You own the calendar and inbox end to end, know every company entity, bank and key contact, and have a live tracker of renewals and deadlines.
By day 60: You have handled at least one full international trip solo, including changes mid-trip, and taken over all personal bills and subscriptions.
By day 90: The founder is not touching admin. You flag issues before they become urgent and propose fixes rather than questions.
What we are looking for
3+ years as an executive assistant, personal assistant or chief of staff to a founder, senior executive or private individual
Based in the UAE or Europe, already holding the right to live and work there, and able to invoice as a freelancer or through your own company
Fluent written and spoken English is required; any additional languages are a plus
Proven experience booking complex international travel and handling last-minute changes calmly
Comfortable with numbers and paperwork: expenses, invoices, bank forms, compliance requests
Strong with Google Workspace, WhatsApp, Slack, Notion or similar, and quick to learn new tools
Skilled with AI tools such as Claude and ChatGPT: you use them daily for drafting, research, summarising and structuring work, not as an occasional experiment
Track record of automating your own repetitive tasks (for example with Zapier, Make, n8n, spreadsheet scripts or AI agents) without being asked to
Discreet by default; you will see sensitive financial, legal and personal information
Self-directed: works from a list, chases without reminders, confirms when something is done
Calm under pressure, allergic to loose ends, direct in communication, and comfortable working mostly alone with a founder who moves fast and changes plans often
This role is not for you if
You need a fixed 9 to 5 with no interruptions, you prefer to wait for instructions rather than propose a plan, or you are uncomfortable handling someone else's money, documents and personal life with total discretion.
Tools we use
Google Workspace (Gmail, Calendar, Drive), WhatsApp and Slack for daily communication, Notion for tasks and documentation, Claude for drafting, research and workflow automation, and standard travel and booking platforms. Experience with UAE government portals (GDRFA, DED, Dubai Now) and European banking is useful but not required.
Working hours and availability
Core hours: 09:00 to 18:00 Gulf Standard Time (UTC+4), Monday to Friday
When the founder is in Europe, core hours shift to Central European Time
Reachable for urgent travel or booking issues outside core hours and on weekends; this is balanced with flexible time off during quiet periods
Occasional in-person time in Dubai or Europe (a few days per quarter) is a plus, not a requirement
Confidentiality and trust
You will have access to passports, payment cards, company accounts and private correspondence. The engagement is conditional on a signed NDA, reference checks and a background check. Access is granted step by step during the probation period.
Compensation and terms