Executive Personal Assistant to the Founder (Remote, UAE or Europe)

Headquarters: Dubai, United Arab Emirates

URL: 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 r