Executive & Personal Assistant to Tech Executive

UltaHost; Kraków; Remote; PLN 120,000 - 180,000; Full time

Job summary

UltaHost is seeking an Executive & Personal Assistant to manage professional and personal affairs in a hybrid setup. The role requires near-native English, exceptional organization, and the ability to operate across multiple time zones while representing the principal with professionalism.

Reports to the Principal directly. Location is Remote (UAE/MENA timezone preferred). NDA at offer stage; long-term, full-time engagement with international teams and growth opportunities.

Qualifications

• Perfect written and spoken English (near-native fluency).
• 3+ years as EA/PA/Chief of Staff to a senior executive or founder.
• Highly proactive with strong problem-prevention skills.
• Discretion and NDA readiness, with reliable, confidential handling of information.

Responsibilities

• Manage principal's calendar, meetings, and reminders across time zones.
• Draft, edit, and respond to professional English correspondence for the principal.
• Coordinate internal and external meetings, agendas, and follow-ups.
• Liaise with team members, partners, vendors, and clients on the principal's behalf.
• Screen communications and prioritize messages for the principal.
• Maintain confidential documents, contracts, and business records.
• Manage personal calendar, appointments, and lifestyle commitments.
• Coordinate international travel: flights, hotels, transfers, visas, itineraries.
• Handle personal errands, bookings, deliveries, and reservations.
• Coordinate restaurant reservations, events, and social commitments.
• Manage personal expenses, receipts, and reimbursements.
• Oversee personal shopping, gifts, and special occasion planning.
• Liaise with household staff and service providers.
• Operate with discretion on confidential matters.
• Be available for ad-hoc requests outside standard hours when required.
• Anticipate needs and resolve problems before escalation.
• Take on tasks beyond typical EA scope when needed.

Skills

Executive support

Personal assistant

Calendar management

Discretion

Problem solving

Communication

Time zone coordination

NDA readiness

Remote work

Proactive

Tools

Notion

Telegram

Slack

Gmail/Outlook

Travel platforms

Expense platforms

Job description

About UltaHost

UltaHost is a leading next-generation web hosting and cloud infrastructure company, delivering high-performance solutions to customers worldwide. Since our founding in 2018, we have rapidly grown into one of the fastest-growing hosting providers in the industry, empowering entrepreneurs, developers, agencies, startups, and businesses with cutting-edge hosting technologies and scalable cloud solutions.

About UltaHost

UltaHost is a leading next-generation web hosting and cloud infrastructure company, delivering high-performance solutions to customers worldwide. Since our founding in 2018, we have rapidly grown into one of the fastest-growing hosting providers in the industry, empowering entrepreneurs, developers, agencies, startups, and businesses with cutting-edge hosting technologies and scalable cloud solutions.

Job Overview

A senior tech executive is seeking a high-caliber Executive & Personal Assistant to manage both professional and personal affairs. This is a hybrid role for someone who can move seamlessly between scheduling a board call, coordinating an international trip, and managing personal lifestyle logistics - all in the same hour. The ideal candidate is exceptionally organized, anticipates needs before they are voiced, communicates with absolute precision in English, and represents the principal with professionalism in every interaction.

Reports to: Principal directly

Type: Full-time, long-term

Location: Remote (UAE/MENA timezone preferred)

Confidentiality: NDA required at offer stage

Key Responsibilities

Executive Support

• Manage the principal's professional calendar, meetings, and reminders across multiple time zones.
• Draft, edit, and respond to professional correspondence in English on behalf of the principal.
• Coordinate internal and external meetings, prepare agendas, and follow up on action items.
• Liaise with team members, partners, vendors, and clients on the principal's behalf.
• Screen incoming communications and prioritize what reaches the principal.
• Maintain confidential documents, contracts, and business records.

Personal Support

• Manage personal calendar, appointments, and lifestyle commitments.
• Coordinate international travel: flights, hotels, transfers, visas, and detailed itineraries.
• Handle personal errands, bookings, deliveries, and reservations.
• Coordinate restaurant reservations, events, and social commitments.
• Manage personal expenses, receipts, and reimbursements.
• Oversee personal shopping, gift sourcing, and special occasion planning.
• Liaise with household staff and service providers where needed.

Cross-Cutting

• Operate with absolute discretion on confidential matters.
• Be available for ad-hoc requests outside standard hours when required.
• Anticipate needs and resolve problems before they are escalated.
• Take on tasks beyond typical EA scope when needed (e.g. sourcing a lawyer for a company case, hiring a freelance graphic designer) without treating them as “not my job.”

What We're Looking For

Non-negotiable

• Perfect written and spoken English - strict requirement, near-native fluency only.
• 3+ years as an Executive Assistant, Personal Assistant, or Chief of Staff to a senior executive, HNWI, or founder.
• Highly proactive - solves problems before they reach the principal.
• Exceptional attention to detail and organizational discipline.
• Genuine flexibility with working hours - comfortable handling requests outside standard hours, not just nodding along in the interview.
• Genuine flexibility with scope - willing to take on tasks beyond typical EA work.
• Discreet, trustworthy, and comfortable signing an NDA.
• Reliable home office setup with stable internet and a quiet working environment.

Strong plus

• AI proficiency - comfortable using tools like Claude and ChatGPT in daily tasks. Increasingly important for this role.
• Arabic fluency (third language is highly valued).
• Fluent Russian (written and spoken).
• Experience supporting tech, SaaS, or hosting industry executives.
• Background managing both business and personal affairs in parallel.
• Comfortable with modern tools: Notion, Telegram, Slack, Gmail/Outlook, calendar apps, expense and travel platforms.

Style fit

• Polished and professional in tone.
• Comfortable in a fast-paced environment with shifting priorities.
• Flexible with hours; not a 9-to-5 role.
• Operates with quiet confidence - no drama, no excuses.

What We Offer

• Competitive salary, commensurate with experience (discussed at interview).
• 100% remote, with flexibility around UAE/MENA working hours.
• Long-term, stable position with significant scope for ownership and growth.
• Direct working relationship with the principal.
• Opportunity to work with international teams in a dynamic, innovative, fast-paced culture.