Freedom Financial Limited

Executive Assistant to the CEO

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: TYPE OF WORK

Any

: SALARY

840

: HOURS PER WEEK

40

: DATE UPDATED

Dec 24, 2025

JOB OVERVIEW

Reports to

CEO

Location

Remote (UAE working hours -4 hours from Phillipines)

Employment Type

Full-time (long-term)

Role Overview

We are seeking an exceptional Executive Assistant to act as the CEO’s strategic right hand. This is not a traditional admin role. You will be responsible for protecting the CEO’s time, designing a world-class calendar, filtering all inbound communication, and anticipating needs before they arise.

The ideal candidate is proactive, highly organised, calm under pressure, detail-obsessed, and capable of operating with extreme ownership. You will run the CEO’s day-to-day administrative operations so they can remain focused on revenue, strategy, and leadership.

You will be expected to work in alignment with the following principles:

Protect the CEO’s Time – filter and prioritise all inbound requests

Calendar Efficiency – clarity, context, commitment, no surprises

Clear & Kind Communication – every request receives a thoughtful response

Read the Play – anticipate needs; zoom in and zoom out constantly

Revenue First – prioritise tasks that make or save money

Capture Preferences Once – document, reference, and reuse

Key Areas of Responsibility
Calendar & Time Management (Core Responsibility)

Own and manage the CEO’s calendar with precision and foresight

Design the CEO’s “Perfect Week” and protect creative, fitness, and family time

Schedule meetings using strict rules, buffers, batching, and prioritisation

Create flawless calendar invites with agendas, contact info, locations, and time zones

Audit the calendar daily, weekly, and 6+ weeks ahead

Notify relevant parties (including CEO’s spouse) of key events and travel

Inbox & Communication Management

Process the CEO’s inbox twice daily with a goal of inbox zero

Filter, label, respond, archive, or escalate emails appropriately

Respond on the CEO’s behalf using approved templates and tone

Decline opportunities, invitations, and collaborations professionally

Maintain a clean, organised inbox system with clear response rules

Admin Meetings & Reporting

Prepare and run structured Admin Meetings with the CEO

Maintain a live Admin Agenda with action items, calendar review, projects, and questions

Track follow-ups, close loops, and present solutions (not just problems)

Transition from daily to weekly meetings as trust is built

Travel Planning & Logistics

End-to-end travel planning (domestic & international)

Create detailed Trip Files including flights, hotels, itineraries, contacts, and gyms

Block calendars correctly for travel, prep, recovery, and inbox processing

Handle flight changes, delays, cancellations, and contingencies proactively

Ensure all travel details live in the calendar for CEO self-reference

Speaking Engagements, Podcasts & Events

Vet podcast and speaking requests based on reach, relevance, and fit

Schedule podcasts, interviews, and speaking engagements correctly

Coordinate Founder Dinners and networking events when travelling

Ensure recordings, follow-ups, and thank-you notes are completed

Personal & Family Coordination

Schedule personal appointments and family commitments

Coordinate with the House Manager for deliveries, events, and logistics

Keep CEO’s spouse informed of relevant travel and household events

Purchasing & Expense Coordination

Handle company and personal purchases for the CEO

Coordinate gifting for clients, partners, friends, and family

Work with finance for invoicing, wire transfers, and expense tracking

Track shipments, confirmations, and follow-ups

Task Cadence & Expectations

Daily

Review calendar and inbox (twice daily)

Prepare admin agenda and CEO briefings

Schedule meetings, travel, and follow-ups

End-of-day review and next-day planning

Weekly

Audit calendar 6 weeks ahead

Review travel and family commitments

Monthly / Quarterly / Annual

Forward-plan travel and key commitments

Schedule family meetings, retreats, and health appointments

Required Skills & Experience

3+ years as an Executive Assistant supporting a founder or CEO

Exceptional calendar and inbox management skills

Strong written communication and professional judgement

Extreme attention to detail and follow-through

Ability to anticipate needs and operate independently

High discretion and confidentiality

Comfortable managing complex travel and logistics

Proficient with Google Workspace, calendars, email, and collaboration tools

Personal Attributes

Calm, proactive, and solutions-oriented

Highly organised and process-driven

Comfortable saying “no” on behalf of the CEO

Trustworthy and emotionally intelligent

Operates with ownership, not instruction

Why This Role Matters

This role directly impacts the CEO’s productivity, focus, and quality of life. You are not “support staff”—you are a strategic operator who ensures the business and household run smoothly while protecting what matters most: time, energy, and priorities.

SKILL REQUIREMENT

Calendar Management English Proficiency Virtual Assistant

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Freedom Financial Limited

Executive Assistant to the CEO

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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