Executive Assistant - Founder's Office

Alaan Visa; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading fintech company in Dubai is seeking a proactive Executive Assistant to support the Founders' office. This role encompasses calendar management, stakeholder engagement, travel coordination, and administrative oversight, ensuring the Founders' time is maximized. Candidates should demonstrate strong organizational and communication skills, with a proven track record in executive support. This position offers competitive salary, equity, and flexible working conditions in a dynamic environment focused on building innovative financial solutions.

Benefits

Competitive salary

Travel allowances

Gym memberships

Flexible hybrid culture

Ownership and accountability in role

Qualifications

• Proven experience in executive support or similar role.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Manage Founders' calendars and schedules with precision.
• Coordinate high-level meetings with stakeholders.
• Handle travel arrangements and logistics for the executive team.
• Oversee administrative operations supporting the Founders’ office.

Skills

Calendar management

Stakeholder engagement

Discretion

Travel logistics

Communication skills

Job description

Alaan is the Middle East’s first AI-powered spend management platform, built to help businesses save time and money.
Our all-in-one solution combines smart corporate cards, real-time expense tracking, AI-powered automation, seamless accounting integrations, and deep financial insights- designed to simplify finance operations and maximize control over company spend.

Founded in 2022, Alaan is already the trusted partner of over 2000 leading businesses across the UAE and KSA, including G42, Careem, McDonald’s, Tabby, Al Barari, Rove Hotels, Rivoli, and CarSwitch. Together, our customers have saved over AED 100 million with Alaan.

In just three years, Alaan has become the #1 expense management platform in the Middle East- and we’ve done it while becoming profitable.

Alaan is also backed by Y Combinator and top global investors, including Peak XV (formerly Sequoia India & SEA), and built by a world‑class team with experience from McKinsey, BCG, Goldman Sachs, Careem, Rippling, and other high‑growth companies. This creates an environment where employees learn from top‑tier talent while building at startup speed.

We’re not just building software. We’re reimagining how finance works for modern businesses across the region.

About the role

Alaan is seeking a highly capable, trusted, and proactive Executive Assistant to support and manage the day-to-day operations of the Founders’ office. This role goes far beyond traditional administrative support—you will act as a partner, and coordinator, ensuring the Founders’ time, priorities, and engagements are managed with precision, discretion, and foresight.

You will operate at the center of the organization, working closely with senior leadership, board members, government stakeholders, investors, and partners, while maintaining absolute confidentiality and operational excellence.

What you’ll do

• Executive & Calendar Management
• Manage, prioritize, and coordinate the Founders’ complex calendars, meetings, and daily schedules in alignment with strategic and organizational priorities.
• Serve as the primary gatekeeper to the Founders—screening, prioritizing, and managing meeting and communication requests to protect focus on high‑impact matters.
• Proactively manage information flow between the Founders, leadership team, and external stakeholders to support effective decision‑making.
• Track commitments, decisions, deadlines, and follow‑ups related to the Founders’ agenda, ensuring timely execution without requiring direct intervention.
• Draft, review, and refine high‑quality executive communications, including emails, memos, reports, and presentations on behalf of the Founders.
• Prepare briefing notes, executive summaries, and talking points for internal and external meetings.
• Represent the Office of the Founders professionally and confidentially in all communications with board members, investors, partners, regulators, and senior stakeholders.
• Uphold the highest standards of discretion and integrity when handling sensitive business and personal information.
• Coordination & Stakeholder Engagement
• Coordinate and organize high‑level meetings with board members, regulators, government officials, and strategic partners.
• Drive post‑meeting follow‑ups, ensuring alignment, accountability, and timely execution across multiple business entities.
• Travel, Logistics & Event Management
• Manage complex domestic and international travel for the Founders and executive team, including itineraries, logistics, agendas, and contingency planning.
• Coordinate visa applications and renewals for business travel and executive delegations.
• Research and compare travel and accommodation options to balance cost efficiency, comfort, protocol, and reliability.
• Prepare detailed travel briefs, including meeting materials, schedules, and logistical overviews.
• Coordinate logistics for executive engagements, corporate events, and high‑profile meetings, ensuring seamless end‑to‑end execution.
• Office & Administrative Management
• Oversee administrative operations supporting the Office of the Founders, including documentation, records management, and organizational systems.
• Partner with Facilities Management to ensure operational excellence of the Founders’ office, including workspace readiness, maintenance, and supplies.
• Manage vendor and service‑provider relationships, including contracts, renewals, performance monitoring, and issue resolution.
• Support procurement and administrative coordination for executive and office‑related requirements.
• Personal Coordination (As Required)
• Provide limited personal support, including scheduling, appointments, and travel, to support balanced and efficient time management.
• Anticipate overlaps between personal and professional commitments to ensure proactive planning and logistical harmony.

What's in it for you

• Contribute to building the Middle East’s most beloved fintech brand from the ground up
• Benefit from a role with significant ownership and accountability
• Thrive in a flexible hybrid culture with ample work‑life balance
• Participate in exciting offsite events
• Competitive salary and equity
• Enjoy additional perks like travel allowances, gym memberships, and more