About EcomSwap
EcomSwap is a boutique M&A advisory and acquisitions platform focused on Direct-to-Consumer (DTC), e-commerce, and digital businesses. We operate in a fast-paced, execution-driven environment where structure, confidentiality, and operational discipline are critical to success.
As our leadership team and transaction volume continue to grow, we are seeking a highly organized, proactive Executive Assistant to support senior leadership and assist with day-to-day operational and administrative functions. This role is central to keeping the business running smoothly and professionally.
The Role
The Executive Assistant will provide comprehensive administrative, scheduling, and operational support to senior leadership, while also assisting the Operations & Administration function with coordination, documentation, and internal process support.
This role goes beyond calendar management. You will be trusted with sensitive information, internal documentation, and cross-functional coordination. The ideal candidate is detail-oriented, discreet, dependable, and comfortable working in a dynamic environment with shifting priorities.
Key Responsibilities
Executive & Schedule Support
- Manage calendars, appointments, and meetings for senior leadership
- Coordinate internal and external meetings across multiple time zones
- Prepare agendas, meeting notes, and follow-up action lists
- Act as a gatekeeper to ensure efficient use of leadership time
- Handle professional correspondence on behalf of leadership when required
Administrative & Operations Support
- Support day-to-day administrative activities across the business
- Assist the Ops/Admin function with coordination of internal tasks and requests
- Maintain organized digital filing systems and shared folders
- Support onboarding and offboarding administration (documentation, access tracking, coordination)
- Assist with travel arrangements, expense tracking, and basic reporting
Document Control & Organization
- Assist in maintaining structured document control practices
- Ensure documents are correctly named, stored, version-controlled, and accessible
- Support preparation, formatting, and review of internal documents, contracts, and templates
- Track approvals, signatures, and document status where required
- Help maintain consistency with internal operating procedures and file structures
Coordination & Communication
- Act as a liaison between leadership and internal teams
- Follow up on assigned actions to ensure deadlines are met
- Support cross-functional coordination with professionalism and discretion
- Handle confidential information with integrity and care
Requirements
We are looking for candidates who demonstrate:
- 25 years of experience as an Executive Assistant, Personal Assistant, or Administrative Officer
- Strong organizational and time-management skills
- Excellent written and verbal communication skills
- High attention to detail and accuracy
- Confidence working with senior leadership and sensitive information
- Familiarity with document control, filing systems, and administrative best practices
- Proficiency in common productivity tools (Google Workspace, Microsoft Office, task management tools)
- Ability to manage multiple priorities calmly and professionally
- On-site availability in the UAE (mandatory)
Experience in professional services, consulting, finance, legal, or fast-growing companies is an advantage.
What We Offer
- Competitive salary package
- Exposure to a professional M&A and advisory environment
- A central role supporting leadership and business operations
- Structured working environment with clear expectations
- Opportunity to grow into senior operations or office management roles
- Supportive leadership and collaborative team culture
How to Apply
Please submit your CV along with a brief summary of your experience supporting executives and managing administrative responsibilities.
We are looking for a reliable, organized, and professional Executive Assistant who takes pride in keeping things running smoothly and efficiently.
