Executive Assistant

Role overview

IRG Media is hiring a part-time Executive Assistant in Dubai to support the CEO in day-to-day operations. The position is designed for someone who can work independently, move quickly, and take ownership without needing constant direction. The role is part-time, around 15–20 hours per week, with a flexible schedule that overlaps with the founder’s working hours when real-time support is needed.

The business operates across Dubai, Mumbai, the UK, and other travel locations, so this role must keep things moving no matter which city the CEO is in. The main aim is to remove operational drag from the founder’s week by managing hiring coordination, finance admin, calendar protection, travel, and content logistics.

Start date is ASAP.

About IRG Media

IRG Media is a fast-growing influencer agency led by CEO Reyan Gada in Dubai. The company has scaled rapidly from zero to 7 figures in revenue in roughly 1.5 years and continues to expand across travel, hospitality, wellness, and lifestyle brands. The team works in a high-speed, high-accountability environment where ownership, autonomy, and execution matter.

What the role will focus on

This seat exists to handle the operational work that repeatedly consumes founder time. The right person will run with the CEO, identify gaps, build simple systems, and keep the business moving through strong follow-through. The scope is expected to expand over time, with a progression toward a larger, better-paid full-time role for the right performer.

Key responsibilities

You will support several core workstreams:

• Protect and manage the CEO’s calendar, including scheduling, rescheduling, deep-work blocks, training blocks, and time-zone coordination between Dubai and UK working hours.
• Run hiring operations end-to-end from the admin side: source candidates, organise CVs, screen against criteria, schedule interviews, maintain candidate warmth, and keep the pipeline active.
• Maintain hiring trackers and scorecards so recruitment becomes more structured and effective over time.
• Support talent sourcing for on-site or project-based needs based on the CEO’s travel schedule, with travel plans aligned to business activity.
• Coordinate personal content production by booking locations, crew, and shoot days, and by keeping content ideas organised and ready to use.
• Arrange travel and lifestyle trips that can also serve content needs.
• Handle general executive admin such as bookings, reservations, appointments, and follow-through on day-to-day tasks.
• Support finance admin through bi-weekly QuickBooks reconciliation, expense categorisation, separation of business and personal transactions, anomaly checks, subscription tracking, and duplicate-cost reviews.
• Prepare concise monthly summaries for the fractional finance team so context is always ready and clean.

Performance expectations

Within the first 30–90 days, the goal is to understand the CEO’s working style, reduce the biggest time leaks, and create a clear operating rhythm across calendar, hiring, travel, and content support. By 90–180 days, the role should free up at least 30% of the founder’s working week and make the operational layer much more stable and predictable.

What success looks like

• The CEO’s calendar and inbox are being actively managed with clear rules for prioritisation and focus time.
• The recruitment process is organised, tracked, and moving without candidates dropping off unnecessarily.
• Travel, bookings, and admin tasks are completed on time with strong attention to detail.
• Personal content production has a reliable rhythm, with shoot logistics handled smoothly.
• The founder experiences less operational friction and can focus more on partnerships, leadership, and strategy.

Why this opportunity stands out

This is a role with room to grow. As the company scales, the scope can expand into broader hiring ownership, deeper finance responsibility, and more content production support, with a path to a full-time position at higher pay. The business also offers direct exposure to the founder and leadership layer, plus the chance to help shape an early-stage team.

Compensation and benefits

• Pay of USD 25–30 per hour, based on experience.
• Part-time hours of 15–20 per week, with at least 10 hours per week guaranteed.
• Flexible working hours around the founder’s schedule.
• Occasional travel with the CEO.
• Opportunity to grow into a larger role with expanded scope and hours.
• Early involvement in building and shaping the company’s direction.

What kind of person will fit best

The ideal candidate has supported a founder, partner, or senior executive in a fast-moving environment and is comfortable juggling multiple workstreams at once. You should be highly organised, discreet with sensitive information, proactive in solving problems, and able to create systems rather than repeatedly handling the same issue manually.

You should also be confident coordinating with recruiters, candidates, videographers, hotels, and other stakeholders, while staying detail-oriented and calm under pressure.

Work setup

This position is based in Dubai and requires in-person availability when needed. It is not a remote-only role. Flexibility is important, but there must be enough overlap with the CEO’s working hours to handle time-sensitive tasks effectively.

Additional notes

The company is looking for someone who can start immediately and grow with the business over time. The role is intentionally structured as a part-time seat today, but strong performance can lead to more responsibility, more hours, and a larger long-term opportunity.