Executive Assistant to Chief Executive Officer

Overview

Join as an Executive Assistant to the CEO and become the primary support, ensuring the CEO's schedule and priorities are managed efficiently across multiple companies and projects. This role demands discretion, agility, keen attention to detail, and the ability to juggle various tasks simultaneously.

Key Responsibilities

• Oversee the CEO's calendar daily, weekly, and monthly; schedule meetings, calls, interviews, and reviews while safeguarding focused work time and managing cross-time zone coordination.
• Manage communication streams including emails, WhatsApp, LinkedIn, and more, prioritizing urgent messages, drafting responses, and ensuring no key stakeholder goes unanswered.
• Maintain follow-up on CEO commitments by tracking tasks, deadlines, and coordinating with internal teams, partners, vendors, and clients to ensure timely delivery without reminders.
• Prepare briefing notes before important meetings, record minutes, translate discussions into actionable tasks assigning owners and deadlines, and monitor progress post-meeting.
• Keep an organized master task list for the CEO, categorizing tasks by priority, urgency, company, and department to minimize mental clutter and highlight key decisions.
• Coordinate between departments including sales, operations, finance, HR, marketing, tech, and leadership by collecting updates and identifying issues, escalating significant concerns promptly.
• Conduct research on companies, individuals, tools, competitors, and opportunities, preparing concise summaries, comparison sheets, and basic market analysis to support decision-making.
• Assist with personal and business logistics such as travel arrangements, appointments, file organization, and coordination with external service providers while maintaining confidentiality.

Success Metrics

• Enhanced CEO organization, focus, and productivity.
• Completion of all essential tasks without oversight.
• Well-planned and prepared meetings.
• Proactive follow-ups and prompt communication.
• Effective internal team coordination and deadline adherence.
• Reduced operational pressures on the CEO through streamlined management.

Candidate Profile

• Experience of 2 to over 5 years in assistant roles supporting leadership or operational functions.
• Exceptional English communication skills, both written and spoken.
• Highly organized, able to multitask, and detail-conscious.
• Proficient with Google Calendar, Gmail, WhatsApp, Slack, ClickUp, Notion, Google Docs and Sheets, and CRM platforms.
• Capable of working effectively in fast-paced environments with high confidentiality.
• Sound judgment and problem-solving aptitudes, with the ability to engage senior stakeholders professionally.
• Availability and responsiveness during working hours.

Work Approach

• Proactive initiative-taking to bring order to complex scheduling and communications.
• Ability to perform calmly under pressure while maintaining discretion and loyalty.
• Strong follow-up skills and the capacity to anticipate needs, ensuring that the CEO's day is organized and efficient.

Performance Indicators

• Accuracy in managing the CEO's calendar.
• Minimization of missed follow-ups.
• Efficiency and speed in completing tasks.
• Quality and completeness of meeting notes and actionable items.
• Responsiveness and communication quality.
• Reduction in CEO's operational workload.
• Effectiveness of internal team coordination and confidentiality maintenance.
• Ability to independently prioritize and manage responsibilities.