Executive Assistant – Project Management & Reporting (Power BI, MS Planner) - Freelance, Remote

Magic; Dubai Emirate; Hybrid; AED 29,216 - 41,611; Full time

Job summary

Magic is seeking an Executive Assistant to support leadership in an organized and efficient manner. The role requires managing email and calendar, creating daily reports, and tracking tasks in Microsoft Planner while representing the office professionally.

The ideal candidate will have a strong background in executive support and proficiency in Microsoft tools. This remote position requires excellent communication skills and the ability to thrive in a dynamic environment.

Qualifications

• Proven experience as an Executive Assistant or project coordinator in a client-facing environment.
• Demonstrated proficiency with Microsoft Planner and Power BI.
• Strong written English and professional communication skills.

Responsibilities

• Manage inbox and calendar, triage, prioritize and draft/send emails.
• Prepare daily morning briefs, document decisions and follow-ups.
• Build and maintain tasks/boards in Microsoft Planner.

Skills

Executive Assistant experience

Microsoft Planner proficiency

Power BI knowledge

Outlook management

Strong communication skills

Tools

Microsoft 365

HubSpot/CRM

Job description

Description

Department: Support & Leadership

Location: Global+

Compensation: $7.00 / hour

About the Client: A data-driven advisory firm serving technology and financial services clients, helping leadership teams translate pain points into KPIs, operating cadence, and actionable insights. The team brings deep experience in analytics, go-to-market, and executive leadership, valuing excellence, honesty, accountability, and respect. They partner closely with clients to think deeper, see further, and execute faster across strategic initiatives, research, and growth programs.

Why does this role exist?

This role exists to bring order, clarity, and executional rigor to the founder’s office by owning daily prioritization, inbox and calendar orchestration, and task/project tracking across clients and contractors. The EA will create morning reports, maintain a reliable operating cadence in Microsoft Planner, and build light reporting in Power BI to drive visibility and accountability. The position also removes administrative load from the principal while representing the office “on behalf of” in high-activity communications, outreach, and event coordination.

The Impact you’ll make

Executive support and communications

• Manage Outlook inbox and calendar: triage, prioritize, draft/send emails on behalf of the principal, and schedule/sequence meetings.
• Prepare daily morning briefs on priorities, commitments, and risks; document decisions and follow-ups.
• Maintain meeting notes, action items, and ensure timely follow-through with clients and contractors.

Project and reporting operations (MS Planner + Power BI)

• Build and maintain tasks/boards in MS Planner for deliverables, meeting changes, and workstreams.
• Track progress and dependencies; surface blockers; produce daily/weekly status reports.
• Create light dashboards in Power BI to monitor KPIs, workloads, deadlines, and client commitments.

Client and prospect outreach

• Coordinate email and LinkedIn InMail outreach; draft messages, nurture follow-ups, and schedule pitch discussions.
• Log interactions and pipeline status; prepare briefing docs for prospect/client calls.
• Support HubSpot or CRM hygiene (if applicable) to ensure accurate tracking and reporting.

Event and conference coordination (FISD)

• Generate panel ideas; research and reach out to speakers/guests; manage confirmations and logistics.
• Draft discussion questions and run-of-show; coordinate prep across participants.
• Track milestones and deliverables to ensure events are fully staffed and on time.

Research and content support

• Conduct background research for presentations, evaluations, and client deliverables.
• Draft LinkedIn comments/short posts; identify relevant topics and articles for reposts.
• Build clear PowerPoint materials and support go-to-market and online content initiatives.

Skills, Knowledge and Expertise

Required:

• Proven experience as an Executive Assistant or project coordinator in a fast-paced, client‑facing environment.
• Demonstrated proficiency with Microsoft Planner and Power BI (hard req).
• Advanced Outlook email and calendar management, including drafting on behalf of executives.
• Strong written English and professional communication for email and LinkedIn.
• Ability to work 9:00 a.m.–5:00 p.m. US Eastern Time.
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS.
  • Headset with an extended mic that has noise cancellation and a webcam.
  • Back‑up computer and internet connection.
  • Quiet, dedicated workspace at home.

Your Superpowers

• Technical: Microsoft 365 (Outlook, Excel, PowerPoint, Teams), MS Planner (task boards, reporting), Power BI (light dashboards), LinkedIn outreach; HubSpot/CRM familiarity is a plus.
• Operational: Exceptional organization, task follow-through, and documentation; ability to create clarity from ambiguity; strong meeting orchestration.
• Analytical and content: Structured research, KPI thinking, concise writing, and clear presentation building.
• Personal: Proactive self‑starter, high ownership, diligent and reliable, client-service oriented, comfortable offering perspective and holding stakeholders accountable.

You should apply if...

• You love bringing order to complexity and turning directional assignments into executed outcomes.
• you’re energized by being the right hand to a founder—protecting time, elevating focus, and communicating “on behalf of” with professionalism and tact.
• You balance speed with accuracy, ask smart questions, and propose improvements rather than wait for instructions.
• You’re comfortable in an early‑stage, fast-moving environment where diligence, responsibility, and delightful client service matter.

Work Setup

• Remote position.
• Must have a reliable internet connection and a quiet workspace.
• Required to provide own computer with Intel Core i5 or something similar or higher operating system.

Working Hours

• 40 hours per week.
• Monday to Friday 9:00 AM–5:00 PM Eastern Time (40 hrs/week).

Compensation

• $7 per hour.
• No benefits package included.