About VentureCopilot
VentureCopilot places vetted Executive Assistants from the Middle East and North Africa with founders, advisors and organizations around the world. We match each EA with one leader, and we support them through onboarding and beyond so the partnership lasts.
About The Client
Our client is an independent Palestinian non-profit working on international advocacy and public diplomacy. It runs digital campaigns, builds partnerships with institutions, universities and civil society groups, and is opening new country programs around the world. The team is small and spread across several countries, and it works in a sensitive, high-profile political context.
About the Role
This is a personal support role for one of the organization's co-directors, who leads its expansion outside North America and Europe. They are constantly in motion: new cities, new countries, back-to-back meetings with officials, donors and partners. You will keep their work organized so they can spend their time on strategy and relationships instead of admin. The role is roughly 70% executive support and 30% personal assistance.
You will manage their calendar, prepare them for meetings, capture what was agreed, and make sure every follow-up happens. You will also handle the practical side of their travel and daily life, so they can land in a new place and get straight to work. The person who succeeds here works without detailed instructions, solves problems before they reach the co-director, and protects everything they see.
Key Responsibilities
1. Executive Support
- Own their calendar and scheduling across time zones, including early and late calls
- Prepare them for meetings with background research on the people and organizations they are meeting
- Take notes in meetings or from their voice notes, write clear minutes, and send them out the same day
- Track every follow-up and commitment, and chase them until they are closed
- Keep the wider team informed by passing on decisions and notes to the right colleagues
2. Travel & Personal Support
- Arrange travel, visas, housing and workspace for each new city
- Book and manage medical and personal appointments
- Quietly research and shortlist venues, restaurants and logistics for meetings and trips
- Stay reachable and adaptable when plans change at short notice
3. Process & Documentation
- Build simple SOPs for repeatable work, such as setting up in a new city or running a meeting follow-up
- Use AI tools to speed up research, drafting and note-taking, within the organization's security rules
- Keep their files, notes and records tidy so nothing depends on memory
- Save and organize new contacts after each meeting, and maintain their contact lists and WhatsApp broadcast lists
Must-Have Qualifications
- Confidentiality: You handle sensitive information with complete discretion.
- Fluent English and Arabic: You will draft and send messages in both, so your written English must be clear and professional.
- Ownership: The moment something is handed off, it is handled. They should never have to ask twice.
- Global-first resourcefulness: You can get things done in unfamiliar places, such as setting up access in a country where your usual tools do not work.
- Experience: At least 3 years in an EA, operations support or coordination role supporting a senior person, ideally remote.
Nice-to-Have Qualifications
- Languages: Spanish, Portuguese or Mandarin
- Context: Experience in a non-profit, advocacy, policy, diplomatic or international organization, and an understanding of the sensitivity of the context the organization works in
- Travel support: You have supported someone who is always on the road
- SOP mindset: You naturally write down recurring tasks and turn them into repeatable processes
Communication & Work Style
- Proactive: You flag problems early and surface what needs attention before being asked.
- Communication: WhatsApp for day-to-day, and voice notes through secure channels when they are between meetings. You work within the organization's digital security and tool policies, and every tool is vetted before you use it.
- Flexible hours: The role is full-time, with flexibility around their location and schedule, including occasional early, late or weekend support.
- Consistent: Recurring tasks run without reminders. You own your schedule and your workload.
What Success Looks Like
- Within your first 30 days, the co-director spends noticeably less time on admin and repetitive work, and more on strategy, partnerships and advocacy.
- Follow-ups, meeting minutes, new contacts and WhatsApp broadcast lists are handled after every meeting without them having to think about it.
- When they land in a new country, housing, connectivity and logistics are already sorted, so they can get straight to work.
Note: This is a Remote Role
