Executive Assistant - Founder s Office

Alaan

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.

• Communication & Correspondence

• 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.