Executive Assistant - Prime Circle Group

* **Location: Dubai / Remote / Hybrid** * **Contract: Full\-time – Permanent \| Start under a Service Agreement / Independent contract** * **Languages: French \& English — fluent in both (written \& spoken)** * **Reporting to: Managing Director / COO** * **Experience required: 3 to 5 years minimum in an executive assistant, operations, \& office management role, ideally within a fast\-growing startup/scale\-up or an international environment.** **Role:** As Executive Assistant at Prime Circle Group, you will be the operational backbone of the group. You'll play a central and highly trusted role in keeping the entire administrative, financial, HR, and organizational infrastructure running smoothly across multiple entities and markets. This is not a standard assistant role; it's a high\-responsibility position for someone who thinks in systems, is fluent in numbers, and takes ownership of their perimeter without being asked twice. **You'll work directly with the founders and leadership team, handling sensitive information with full discretion and ensuring that nothing falls through the cracks ever.** **5 keypoints** * **🔢 Numbers\-driven \-** Bank balances, payments, commissions, reconciliations: you read a financial statement, spot an anomaly, and flag it before anyone asks. * **🛠️ Tool\-fluent \-** Notion, Google Drive, CRM, SaaS: you structure, organize, set up access, and make sure everyone operates in a clean and functional environment. * **🎯 Uncompromising rigor \-** No misfiled document, no late payment, no missed deadline. You are the person the group relies on to make sure nothing slips through the cracks. * **⚡ Proactive by default \-** You don't wait to be told. You anticipate blockers, follow up before it's too late, and bring solutions before the problem is even raised. * **🌍 Language FR / EN \-** You write, coordinate, and represent the group in both French and English, written and spoken. **Core Responsibilities** **1\. Corporate \& Legal Administration** * Manage and track all administrative matters across the group's entities * Maintain and update corporate documents (articles of incorporation, licenses, registries) in coordination with the accounting firm * Track employee files, service agreements, and insurance policies * Manage contracts with partners and coordinate signatures * Ensure rigorous archiving and document classification across all entities **2\. Financial Operations \& Banking Coordination** * Process and track all outgoing payments: salaries, service providers, partners, referral fees, and client refunds * Manage multi\-account banking across entities: inter\-bank transfers, incoming payment verification, and balance monitoring * Own the relationship with the accounting firm: monthly sync, document transmission, and financial consolidation when needed * Ensure no payment is late, no balance is unmonitored, and no discrepancy goes unreported **3\. HR \& Contractor Management** * Handle the full administrative lifecycle of employees and contractors: onboarding paperwork, contract creation, and quarterly review preparation * Manage commission calculations for the sales team — accurate, on time, every time * Coordinate hiring administration: document collection, file structuring, and system setup **4\. Tools, Data \& Process Organization** * Own the structure and maintenance of Notion, Google Drive, and all internal tools * Build and enforce clean folder architectures and naming conventions across the group * Manage onboarding access creation: email accounts, CRM, Notion, and relevant SaaS tools * Identify and fix process gaps before they become problems **5\. Office Management \& Subscriptions** * Manage office logistics, supplies, and day\-to\-day operational needs * Track, renew, and optimize all SaaS subscriptions across the group * Coordinate with external service providers and ensure follow\-through on all open matters **Profile** * 3–5 years minimum in an executive assistant, operations manager, or chief\-of\-staff adjacent role, ideally within a fast\-scaling startup or international business environment * **Highly comfortable with numbers** — able to read a bank statement, discuss with the accountant, spot an anomaly, and reconcile figures without hand\-holding * Advanced proficiency with productivity and operations tools: Notion, Google Workspace, CRM platforms, and general SaaS environments * Structured, precise, and proactive — you don't wait to be asked, you anticipate * Able to manage multiple priorities simultaneously without losing detail or quality * Language: French and English — written and spoken **What We Offer** * A central, high\-trust role within a fast\-growing international group * Direct collaboration with founders and leadership on a daily basis * A flexible, remote\-friendly working culture (Dubai presence is a strong plus) * $1,800 – $2,500 per month, depending on experience and level of responsibility * The opportunity to build and own the operational infrastructure of a scaling group across multiple brands and entities ***Interested? Apply now or reach out directly. We're looking for rigorous, talented individuals who take full ownership and deliver every time.***