Executive Assistant for Ads Agency (US Based/Remote)

Paired is a global staffing and recruiting agency that pairs remote work with top-tier talent. We help individuals from around the world connect with great companies that are looking for their specific skill set. Our mission is to provide great jobs to talented people, no matter where they are located. We are seeking a highly skilled, resilient, and exceptionally organized Executive Assistant to support our CEO in overseeing a fast-paced, multi-market business spanning marketing, eCommerce, education, and corporate services. This is not a standard EA role. It requires constant adaptability, an extraordinary ability to anticipate needs across time zones, and a willingness to manage highly varied personal and professional demands—often with little notice and total discretion. The successful candidate will need to function as the CEO’s operational partner, personal concierge, scheduler, travel agent, HR coordinator, communications manager, and crisis-handler. Key Responsibilities: Complex Calendar Management: Coordinate meetings across multiple time zones with senior stakeholders (e.g., Google brand representatives, international clients). High-Touch Travel Planning: Independently research and arrange international flights, multi-stop itineraries, visa requirements, hotels, tailored dining reservations (based on evolving personal preferences), and create curated city guides for lunch/dinner/coffee options in unfamiliar cities. On-the-Ground Personal Support: Provide real-time daily assistance even when the CEO is based in Dubai or traveling internationally, such as arranging grooming appointments on short notice, handling urgent building management complaints, and resolving ad hoc logistical challenges. Personal Affairs & Legal Paperwork: Manage highly confidential personal administration including residence permit extensions, visa applications, and drafting/arranging Sales-Purchase Agreements for property transactions. Team Travel Management: Oversee all international travel needs for company staff (if needed), ensuring seamless coordination. Recruitment Support: Management of hiring processes—scheduling and conducting interviews, negotiating offers, and onboarding new hires. Operational Oversight: Act as an extension of the CEO in maintaining company discipline and productivity, including monitoring department performance, enforcing attendance at bi-weekly client meetings, and occasionally managing performance-related communications on behalf of the CEO. Stakeholder Meeting Coordination: Arrange, confirm, and prepare for offline meetings with clients and peers. Client Onboarding Management: Lead the full onboarding process for new clients— organizing introductory meetings, preparing contracts and legal documents, setting up internal Slack channels, and scheduling recurring bi-weekly strategy sessions. Event Management (Dubai-Focused): Plan and execute small- to mid-scale events in Dubai, from vendor negotiations and venue booking to guest management and contingency planning. Personal Branding & LinkedIn Engagement Management: Oversee the CEO’s personal branding presence by ensuring daily content is published promptly, with post-launch support including distributing the post to internal engagement groups, monitoring reach, and leaving strategic comments on relevant peer accounts. Must execute this process daily with no delay, ensuring the CEO maintains consistent visibility and authority in his field. B-Roll Video Production Planning: Develop detailed, shot-specific B-roll lists to guide video production, propose curated outfit suggestions aligned with personal brand and shoot theme, and research and shortlist potential venues that meet aesthetic, logistical, and budgetary requirements. Urgent Problem-Solving: Serve as the first line of defense for solving last-minute challenges, providing solutions autonomously, and ensuring the CEO’s time remains focused on strategic priorities. Requirements Minimum 5 years of executive assistant, chief of staff, or operations manager experience supporting C-level executives, ideally in fast-paced, international environments. Demonstrated expertise in complex calendar management across multiple time zones, including scheduling with senior stakeholders (e.g., global brand representatives, partners, and high-profile clients). Proven ability in high-touch, end-to-end travel planning : researching and booking multi-stop international trips, arranging hotels and restaurants tailored to evolving preferences, handling visas, and creating curated city guides. Experience with real-time daily support , including urgent personal and logistical tasks in an international context (e.g., arranging grooming, managing property issues, etc.). Strong background in managing confidential personal affairs and legal paperwork such as visa applications, residence permit renewals, and coordinating contracts for property transactions. Solid track record overseeing team travel logistics , ensuring smooth coordination for multiple travelers. Experience supporting recruitment: scheduling and conducting interviews, negotiating offers, and onboarding. Hands-on operational oversight: monitoring department performance, enforcing meeting attendance, and occasionally delivering sensitive performance communications. Benefits Competitive salary in USD Work From Home Originally posted on Himalayas