Executive Assistant

About the Role

The Executive Assistant (EA) acts as a vital link between the CEO's schedule, communications, and the execution of strategic priorities. This position combines advanced executive support—such as managing the CEO's diary, correspondence, meetings, travel, and confidential issues—with direct involvement in CEO-led projects. It is ideal for a proactive professional able to translate broad goals into actionable plans and coordinate progress across multiple teams independently.

Key Responsibilities

• Oversee and organize the CEO's calendar, prioritize appointments, and safeguard time for critical activities.
• Serve as the primary point of contact by filtering, prioritizing, and responding to emails, phone calls, and messages on behalf of the CEO.
• Prepare meeting materials including agendas, briefing documents, and minutes; monitor and follow up on actionable items.
• Handle arrangements for domestic and international travel including flights, accommodations, transfers, and visas.
• Organize executive-level events, conferences, and business meetings.
• Act as the principal communication channel between the CEO and internal teams, clients, investors, and external stakeholders.
• Facilitate smooth information flow between the CEO's office and all departments to ensure operational effectiveness.
• Establish and nurture strong, trustworthy relationships both within the company and with key external contacts.
• Draft, review, and polish documents, contracts, and presentations with high accuracy and professionalism.
• Collaborate closely with the CEO on strategic and operational priorities and oversee multi-team projects lacking clear departmental ownership.
• Monitor progress of strategic initiatives, identify potential blockers, resolve issues, and escalate decisions when appropriate.
• Function as a reliable execution partner by comprehending objectives, bridging gaps, and advancing tasks.
• Support the launch of new initiatives, partnerships, and expansion in new markets.
• Conduct quick research and perform analyses to aid critical decision-making.
• Prepare clear executive summaries, recommendations, business cases, and presentations tailored for senior leadership review.
• Assist the CEO in preparation for Board meetings, investor presentations, and strategic evaluations.
• Develop simple reporting systems, trackers, and dashboards to keep the CEO and key stakeholders consistently informed.
• Maintain the utmost discretion when managing sensitive corporate and personal information.
• Upkeep professionalism, trust, and integrity in all business and personal matters relating to the CEO.
• Handle occasional personal tasks for the CEO with equivalent discretion and responsibility.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Management, or a related discipline is preferred but not mandatory.
• A minimum of five years' experience as an Executive Assistant, Personal Assistant, or in a comparable role supporting high-level executives.
• Outstanding written and verbal English communication skills.
• Strong proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook) and collaboration platforms such as Asana, Microsoft Teams, Zoom, and Slack.
• Exceptional organizational and time-management skills with the ability to juggle various priorities effectively.
• High level of discretion and professionalism in handling confidential information.
• Experience in a fast-moving, agile work environment without established procedures.
• Experience working in a European country is advantageous.
• Startup experience is considered a plus.