Executive Assistant

About This Role

About Flash Freeze

Flash Freeze Manufacturing LLC is the only flash freeze processing facility inside the Dubai Fruit and Vegetable Market at Ras Al Khor. We freeze surplus fruit the same day it arrives at the market.

We are a founding team. We are early. Everything here is being built from scratch. If that sentence excites you — keep reading. If you need a system handed to you before you can operate — this is not the right place.

The Role

This role exists to support the Founder and make sure nothing falls through the cracks. Not occasionally. Not mostly. Never.

You are not a scheduler. You are not a note-taker. You are the person who sees what is coming before it arrives, tracks every open item without being asked, and makes the founder more effective every single day.

In Year 1 you also cover basic HR coordination — employment contracts, MOHRE registration, onboarding documentation. If compliance paperwork makes you anxious, this is not the right role.

What You Will Do

→ Manage the founder's schedule across all ventures — calls, meetings, deadlines, follow-ups

→ Track every open action item and chase completion before you are asked

→ Prepare meeting notes, summaries, and briefing documents

→ Draft and manage correspondence on behalf of the founder

→ Maintain filing systems — contracts, documents, records — retrievable in under 60 seconds

→ Submit a weekly status update across all active workstreams every Friday.

→ HR coordination Year 1 — employment contracts, MOHRE registration, visa tracking

→ Handle travel, appointments, and logistics as required

Apply If You

✓ Have supported a founder or senior executive who operates across multiple things at once

✓ Can describe a time you held 10 open items for someone else and none of them were dropped

✓ Are the person in the room who notices the thing nobody else noticed before it became a problem

✓ Write clearly and quickly — without needing someone else to clean up what you send

✓ Use WhatsApp as a professional tool already — not just for personal communication

✓ Have handled confidential commercial and personal information with complete discretion

✓ Have never had to be asked twice for the same thing by the person you supported

Do Not Apply If You

✗ You have only ever supported one person inside a large organisation with a full admin team around you

✗ You need a predictable daily structure to function at your best

✗ Chasing follow-ups feels like someone else's job

✗ You have never been responsible for anything with a legal or compliance deadline attached

✗ Five things changing at once is overwhelming rather than energising

✗ You want to be the most visible person — this role makes someone else more effective, not yourself

Benefits

Competitive salary commensurate with experience

Visa sponsorship and UAE residency provided

Medical insurance in line with UAE Labour Law requirements

30 days annual leave per UAE Labour Law

Performance bonus tied to delivery quality and operational impact

Founding team role — direct access to the CEO and meaningful input into how this operation is built

Application Question(s):

• 1. Describe a time you managed multiple priorities for someone else simultaneously.

What was at stake, how many things were open, and how did you keep everything moving?
2. Have you managed legal, compliance, or government documentation?
Contracts, visa applications, company registration, MOHRE — describe your role specifically.
3. What does your ideal working relationship with the person you support look like?
Be specific — not what sounds right, what is actually true for you.

Applications that do not address the screening questions will not be reviewed. We read every application that does.

Work Location: In person