M&A Executive Assistant - OPS & Admin

About Ecomswap

The Role

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:
• 2–5 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