[Hiring] Senior Executive Assistant @Adcubator

Role Description

Jem runs Adcubator, a Dubai-based Google Ads agency managing nine figures of annual ad spend across 180+ ecommerce clients. He travels constantly, his calendar is full, and he is the bottleneck on too many things. He needs an EA who can sit at the edge of his work, take weight off his plate, and make him sharper, faster, and harder to interrupt.

This is not a 9 to 5. It's not a stepping stone. It's a real EA role for someone who wants to be the operational right hand to a founder long term. The agency's integrator owns the team and systems. You own him.

What you'll do

• Calendar and inbox:
  • Own his calendar across Dubai, European, and US time zones
  • Triage his inbox daily, respond on his behalf where you can, flag what needs him, kill what doesn't
  • Build buffer time, prep time, and travel time into his schedule
  • Send invites with agendas and prep docs attached
  • Confirm meetings 24 hours in advance and reslot cancellations productively
• Meeting prep and follow-up:
  • Brief him before every external call with a one-pager (who, what, why, desired outcome)
  • Research attendees and companies in advance
  • Take notes in client and Google rep calls
  • Capture action items, drive follow-up so nothing slips
  • Maintain a tracker of open commitments across meetings
• Communications:
  • Draft emails, Slack messages, and short docs in his voice
  • Manage outbound communication when he is offline or traveling
  • Handle the relationship with our integrator and other senior team members on his behalf
• Business travel:
  • Plan and book business travel: flights, hotels, drivers, transfers
  • Build multi-stop itineraries with backup plans
  • Coordinate with Google reps, clients, and partners on the ground
  • Maintain my travel preferences (airlines, seats, hotel chains)
• Client onboarding logistics:
  • Lead the operational side of new client onboarding
  • Schedule kickoff calls, send contracts, set up internal Slack channels
  • Book recurring bi-weekly strategy sessions
  • Coordinate with the integrator on the underlying systems and SOPs (you execute, she designs)
• Stakeholder and gatekeeper:
  • First point of contact for external parties trying to reach me
  • Politely decline or redirect requests that don't warrant my time
  • Maintain relationships with EAs at partner companies and Google
  • Coordinate introductions and warm handoffs
• LinkedIn and content production logistics:
  • Make sure my daily content goes live without delay
  • Distribute posts to internal engagement groups
  • Monitor reach, leave strategic comments on relevant peer accounts on my behalf
  • Plan B-roll shots for video content
  • Source venues and locations for content shoots
  • Coordinate outfit and styling logistics for shoots
  • Producer role on content production, not creative
• Recruitment support:
  • Schedule interviews and coordinate between candidates and the team
  • Send offers and run early-stage onboarding for new hires
  • Support our HR manager and recruiter where capacity is needed
• Event and offsite coordination:
  • Plan team offsites and client dinners and events in Dubai and abroad
  • Handle guest lists, venues, vendors, and catering for any agency events
  • Coordinate logistics for conferences and speaking engagements
• Document and information management:
  • Maintain key files, contracts, and reference docs
  • Prepare decks and briefs when needed
  • Keep a single source of truth for ongoing projects I'm tracking

Qualifications

• Five plus years as an EA, ideally to a founder, family office principal, or C-suite at a fast-moving company
• Native or near-native English written communication
• Fluent with Slack, Gmail, ClickUp, Calendly, Notion, and modern AI tools (Claude, Gemini)
• Ability to think one step ahead without overstepping
• Calm under pressure
• Ability to build trust rather than seek to be liked
• Discretion is non-negotiable

Requirements

• Ability to draft client follow-ups that sound like him
• Capability to send clean board updates
• Ability to turn a 90-minute meeting into five action items
• Ability to handle senior clients politely
• Ability to manage conflicting priorities

Setup

• Full time, 40 hours per week
• Flexible schedule with availability across Dubai and European time zones, plus some US east coast overlap
• Fully remote with occasional travel as required