Executive Assistant to Chief Executive Officer

Overview

We are seeking a detail-focused and proactive Junior Executive Assistant to work alongside the Senior Executive Assistant in managing the Chief Executive Officer's calendar and travel plans, while also handling travel logistics for the wider team. This role offers significant growth potential for individuals who excel in a dynamic setting and possess strong organizational skills, with the aim of progressing into a senior executive support position.

Key Responsibilities

• Assist the Senior EA in organizing and prioritizing the CEO’s daily calendar, addressing scheduling conflicts and anticipating clashes.
• Handle comprehensive travel arrangements for the CEO, including booking flights, accommodation, ground transport, visas, and preparing detailed itineraries and briefing documents.
• Monitor real-time changes such as flight delays or cancellations and promptly adjust plans accordingly.
• Ensure all calendar and travel arrangements comply with the CEO’s preferences and company travel policies, while maintaining confidentiality.
• Manage travel bookings for the broader team, consolidating requests, ensuring compliance with budget and policies, and maintaining organized records of bookings and expenses.
• Serve as the primary contact for team travel inquiries and last-minute changes, and develop relationships with preferred travel vendors to optimize processes.
• Provide backup support to the Senior EA during absences or high work volume, assist with travel expense reporting and reconciliation, and support additional administrative tasks and projects as needed.
• Continuously seek improvements in calendar and travel coordination workflows.

Qualifications

• Between 4 and 6 years of experience in administrative support, executive assistance, or travel coordination roles.
• Exceptional organizational skills and meticulous attention to detail.
• Strong written and verbal communication capabilities.
• Proficiency with calendar management tools like Outlook and travel booking platforms.
• Ability to juggle multiple priorities with accuracy under time pressure.
• High discretion and professionalism in managing confidential information.
• A proactive and solution-driven attitude with eagerness to learn from senior team members.

Preferred Skills

• Experience supporting C-suite executives or senior leadership teams.
• Knowledge of corporate travel policies and expense management systems.
• Experience coordinating travel across diverse time zones and regions.

Performance Expectations

Success in this role means the CEO’s calendar operates smoothly with minimal conflicts and the Senior EA can depend on you as a reliable partner. Travel arrangements for both the executive and team are made accurately, cost-effectively, and punctually. Moreover, team members encounter minimal disruption during travel booking or changes.