Executive Assistant to Founders

About NodeShift

NodeShift is an AI infrastructure and sovereign cloud platform serving enterprise and government clients across the GCC region (Saudi Arabia, UAE, Qatar). We build privacy-first, data-residency-compliant AI infrastructure for organizations that cannot rely on Western hyperscalers. Our flagship product, NodeShift AI, is a full AI-first business automation platform deployed on sovereign bare-metal infrastructure.

We are a fast-moving, technically deep team operating across multiple jurisdictions and timezones. Founders work directly with enterprise customers, government stakeholders, and investors — and needs an Executive Assistant who can match that pace.

The Role

We are looking for a sharp, proactive Executive Assistant to act as the operational backbone for the Founder. This is not a traditional secretarial role — you will own the Founder's time, communications, and a broad portfolio of cross-functional coordination tasks. You will be the single point of contact for everything that needs to happen around the Founder so that he can focus on building the company.

You will work fully remotely, but the role requires meaningful overlap with UAE business hours.

What You'll Own

Calendar & Time Management

• Full ownership of the Founder's calendar across multiple timezones.
• Proactive prioritization, conflict resolution, and protection of focus blocks
• Pre-meeting briefs: agenda, attendee background, prior context, talking points
• Post-meeting follow-ups, action items, and accountability tracking

Communications & Inbox

• First-line filter for inbound investor, partner, customer, and vendor inquiries
• Maintain a structured CRM of contacts, conversations, and follow-up cadences

Customer POC & Pipeline Tracking

• Track the status of every active customer Proof-of-Concept (POC) and enterprise pilot end-to-end — from kickoff to conversion
• Maintain a single source of truth for POC status: current stage, owner on our side, customer stakeholders, success criteria, deadlines, blockers, and next steps
• Run weekly POC reviews with the Founder — flag stalled deals, missed deadlines, and items requiring his direct intervention
• Drive follow-ups with customer technical teams, procurement, and decision-makers so nothing slips through the cracks
• Coordinate handoffs between Founder, technical team, and customer to keep momentum
• Track commitments made during sales calls (deliverables, demos, technical answers) and ensure they are honored on time
• Prepare POC status summaries for the Founder ahead of key customer touchpoints

Travel & Logistics

• End-to-end travel planning: flights, hotels, ground transport, visas (UAE, KSA, Qatar, EU, Schengen)
• Itinerary building around customer meetings, conferences (LEAP, GITEX, etc.), and investor trips
• Real-time travel support during disruptions

Meetings & Events

• Coordinate executive meetings, board sessions, and investor updates
• Prepare materials, decks, and read-aheads in advance
• Manage Founder's presence at industry events and conferences across GCC

Vendor & Contract Coordination

• Track all incoming contracts (NDAs, MSAs, DPAs, vendor agreements)
• Coordinate with external legal counsel for review and turnaround
• Maintain a contract registry with renewal dates, key terms, and obligations
• You will not draft legal documents — you will make sure nothing falls through the cracks

Operations & Special Projects

• Manage recurring company rhythms: leadership meetings, all-hands, quarterly reviews
• Support hiring logistics: interview scheduling, candidate communications, offer coordination
• Ad-hoc research projects: vendor selection, market research, competitive intelligence
• Personal admin for the Founder when it intersects with work efficiency (visa renewals, banking logistics, etc.)

Information & Knowledge Management

• Organize and maintain shared documentation in Notion and Google Drive
• Ensure investor data rooms, board materials, and customer-facing collateral stay current
• Build lightweight systems to track recurring tasks and deliverables

What We're Looking For

Must-have

• 3–5 years of experience as an Executive Assistant, Chief of Staff support, or similar role — ideally supporting a founder or C-level at a startup, scale-up, or PE-backed company
• Excellent written and spoken English (C1+)
• Demonstrated ability to manage complex multi-timezone calendars and travel
• Comfortable working asynchronously and across timezones with minimal supervision
• Strong written communication — you can draft a professional email to an enterprise customer, an investor, and a government counterpart, and they will all sound right
• Highly organized, detail-obsessed, and able to hold many threads at once
• Proven ability to track and drive multiple parallel workstreams (sales pipeline, POCs, projects) without dropping items
• Discretion and professionalism around confidential information (financials, M&A, hiring, customer data)
• Proficient with modern productivity tooling: ChatGPT, Claude, Google Workspace, Notion, Slack, Zoom, calendar tools

Nice-to-have

• Prior experience supporting a founder in a B2B / enterprise / deep-tech / infrastructure company
• Familiarity with GCC business culture and etiquette (UAE, KSA, Qatar)
• Experience coordinating with legal counsel on commercial contracts
• Exposure to investor relations or fundraising processes (data rooms, DD requests, investor updates)
• Experience tracking enterprise sales pipelines or technical POCs end-to-end
• Experience with travel logistics in/out of UAE, KSA
• Working knowledge of CRM tools (HubSpot, Pipedrive, Affinity)
• Background in tech, SaaS, cloud infrastructure, or AI

You will thrive in this role if you

• Default to action — you fix problems before they reach the Founder's desk
• Are allergic to dropped balls, unanswered messages, and stalled deals
• Can switch context quickly between strategic and tactical work
• Bring structure to ambiguity rather than waiting for instructions
• Treat the Founder's time as the company's most valuable resource

What We Offer

• Competitive salary
• 24 days PTO
• Direct access to and high-trust working relationship with the Founder
• Exposure to the full operating picture of a venture-backed sovereign AI/cloud startup
• Clear growth path toward Senior EA, Chief of Staff, or Operations roles
• Fully remote setup
• Annual budget for tools, equipment, and professional development