Executive Personal Assistant

Company Description Vysta Paid Media Group is a Google Premier Partner performance marketing agency managing over $250M per year in Google and YouTube ad spend across more than 150 ecommerce brands. The agency focuses exclusively on Google and YouTube, operating at a scale that enables unique cross-account pattern recognition in real time. Our Head of Performance leads the agency's media strategy, client portfolio and performance teams, and his time is one of our most valuable resources. We are looking for an experienced Executive Personal Assistant to be his right hand. You will run his professional and personal world end to end: calendar, inbox, travel, meetings, stakeholders and life admin in Dubai, with the polish, judgement and discretion of a seasoned EA. What makes this role different is how you do it. You are AI-native. You use tools like Claude and Manus every day, build automations that remove repetitive work, and turn one-off tasks into repeatable systems. You also know exactly which information should never leave a secure workspace. You will not just support an executive; you will build the operating system behind him. This role suits someone with 2+ years supporting senior executives, who knows Dubai well and gets real satisfaction from making a busy leader faster, calmer and better prepared. What you will do: Executive and personal support • Manage a complex calendar across multiple time zones: scheduling, prioritising, resolving conflicts and protecting focus time. • Own the inbox: triage, draft and send replies on the Head of Performance's behalf, and follow up on open commitments. • Plan end-to-end travel: flights, hotels, transfers, visas, itineraries and backup plans. • Prepare meetings: agendas, briefing packs and pre-reads; take minutes and track action items to completion. • Act as gatekeeper and first point of contact for clients, partners, the CEO and internal teams. • Keep confidential documents, contracts and files organised and securely stored. • Process expenses, invoices and reimbursements with Finance. • Organise client dinners, events and offsites. • Handle personal and household admin in Dubai (appointments, renewals, vendors, deliveries) with complete discretion. • Track deadlines and projects, and give a weekly priorities overview. AI integration and automation • Build and maintain AI-assisted workflows for inbox triage, meeting briefs, call summaries, follow-ups and weekly reporting. • Write and refine prompts, reusable templates and project instructions so outputs are consistent and on-brand. • Apply privacy-first practices: decide what data can go into which AI tool, redact sensitive details, and manage workspace and retention settings. • Use AI to produce first drafts of decks, emails, research briefs and documents, then check and polish them. • Document every workflow so it can be handed over, audited and improved. • Keep up with new AI tools and propose improvements that save the executive time. Must-have Requirements • Advanced AI workflow skills: daily, hands-on use of LLM tools (e.g. Claude, ChatGPT, Manus) including structured prompting, reusable instructions, and multi-step or agentic tasks. You will be asked to show examples. • Privacy-conscious AI use: clear understanding of data handling in AI tools, including what not to paste, redaction, enterprise vs consumer accounts, and confidentiality obligations. • Process automation: you have built at least one working automation (Zapier, Make, n8n, Apps Script or similar) that you can walk us through. • 2+ years supporting a senior executive (C-suite, founder, director or equivalent). • Dubai-based with valid UAE residency. 3+ years living in Dubai is strongly preferred. • Professional-level written and spoken English (C2). • Experience supporting executives or clients in UK, US, Canadian, Australian or NZ markets. Core executive assistant skills (required) • Advanced calendar and inbox management in Google Workspace and/or Microsoft 365 (Outlook, Teams). • Excellent organisation and prioritisation across competing, shifting deadlines. • Strong business writing: emails, letters and summaries drafted in the executive's voice. • Absolute discretion with confidential business, client, financial and personal information. • Proactive: anticipates needs and solves problems before they reach the executive. • Confident, tactful stakeholder management, including senior clients and leadership. • Complex international travel and event planning. • Accurate minute-taking and action tracking. • Proficiency in Docs/Word, Sheets/Excel and Slides/PowerPoint, plus a project tool (Notion, ClickUp, Asana or Monday.com). • Basic financial admin: expenses, invoices and budget tracking. • Calm, flexible and dependable under pressure, including occasional out-of-hours requests. Nice to have • Background in an agency, marketing or performance media environment. • Familiarity with Google Ads, Meta Ads or analytics dashboards (enough to pull a number or chase a report). • Experience with a CRM such as HubSpot or Salesforce. • Arabic language skills. Who you are Discreet by default. Systems-minded: you automate a task the second time you do it. Calm under pressure, direct in communication, and comfortable flagging a problem before it becomes one.

Must-have Requirements: Advanced AI workflow skills: daily, hands-on use of LLM tools (e.g. Claude, ChatGPT, Manus) including structured prompting, reusable instructions, and multi-step or agentic tasks. You will be asked to show examples. Privacy-conscious AI use: clear understanding of data handling in AI tools, including what not to paste, redaction, enterprise vs consumer accounts, and confidentiality obligations. Process automation: you have built at least one working automation (Zapier, Make, n8n, Apps Script or similar) that you can walk us through. 2+ years supporting a senior executive (C-suite, founder, director or equivalent). Dubai-based with valid UAE residency. 3+ years living in Dubai is strongly preferred. Professional-level written and spoken English (C2). Experience supporting executives or clients in UK, US, Canadian, Australian or NZ markets.

Executive and personal support: Manage a complex calendar across multiple time zones; Own the inbox: triage, draft and send replies on the Head of Performance's behalf, and follow up on open commitments; Plan end-to-end travel: flights, hotels, transfers, visas, itineraries and backup plans; Prepare meetings: agendas, briefing packs and pre-reads; take minutes and track action items to completion; Act as gatekeeper and first point of contact for clients, partners, the CEO and internal teams; Keep confidential documents, contracts and files organised and securely stored; Process expenses, invoices and reimbursements with Finance; Organise client dinners, events and offsites; Handle personal and household admin in Dubai with complete discretion; Track deadlines and projects, and give a weekly priorities overview. AI integration and automation: Build and maintain AI-assisted workflows for inbox triage, meeting briefs, call summaries, follow-ups and weekly reporting; Write and refine prompts, reusable templates and project instructions so outputs are consistent and on-brand; Apply privacy-first practices; Use AI to produce first drafts of decks, emails, research briefs and documents, then check and polish them; Document every workflow so it can be handed over, audited and improved; Keep up with new AI tools and propose improvements that save the executive time.