Executive Assistant

Role Overview

We are looking for a highly professional, discreet, and exceptionally organized Executive Assistant to support a senior C-Suite executive comprehensively. This trusted position requires proactive management of the Executive's agenda, anticipating needs before they arise, and balancing competing priorities with utmost discretion and efficiency.

Key Responsibilities

• Deliver comprehensive daily support to a senior C-Suite executive.
• Maintain an in-depth understanding of the Executive's priorities and upcoming demands.
• Stay consistently ahead of the Executive's schedule by foreseeing conflicts, deadlines, and preparation needs.
• Manage a complex and dynamic calendar covering meetings, appointments, business events, travel, and other commitments.
• Ensure thorough briefing and preparation of the Executive ahead of key engagements.
• Organize meeting materials, presentations, briefing notes, and related documentation.
• Follow up on actions and commitments arising from meetings effectively.
• Serve as a trusted liaison between the Executive, internal departments, senior staff, external stakeholders, and other parties.
• Handle correspondence, calls, and requests with professionalism, prioritization, and confidentiality.
• Apply sound judgment to identify urgent matters needing the Executive's attention and independently manage less critical issues.
• Take full responsibility for the Executive's calendar and schedule, maintaining visibility beyond day-to-day activities.
• Anticipate scheduling needs, ensuring ample preparation, travel time, and contingency planning.
• Proactively resolve scheduling conflicts before they arise.
• Provide timely reminders for important meetings, deadlines, events, and follow-ups.
• Maintain an organized system for tracking pending tasks, decisions, and outstanding actions.
• Coordinate domestic and international travels including flights, accommodation, transport, visas, and itineraries, confirming and communicating details ahead of time.
• Foresee possible travel disruptions and arrange alternatives as needed.
• Manage personal and family-related logistics such as coordinating appointments, travel, reservations, and significant family events with discretion.
• Handle all private and family matters with strict confidentiality and sensitivity.
• Uphold the highest standards of confidentiality for all business, financial, personal, and family information.
• Maintain professional conduct when interacting with employees, executives, partners, family members, and external contacts.

Candidate Profile

• Extensive prior experience supporting senior executives at the C-Suite, Board, CEO, MD, or equivalent levels.
• Proven expertise in managing complex executive calendars and demanding schedules.
• Exceptional organizational and time management capabilities.
• A highly proactive mindset with the ability to anticipate needs independently.
• Effective written and verbal communication skills.
• Strong attention to detail and rigorous follow-up discipline.
• Excellent judgment and prioritization skills.
• Ability to remain composed, professional, and effective under pressure.
• High emotional intelligence and interpersonal skills.
• Absolute discretion and respect for confidentiality.
• Capability to professionally interact with senior internal and external stakeholders.
• Flexibility to adapt to shifting priorities and urgent demands.
• Proficiency in Microsoft Office and modern calendar, communication, and productivity tools.

Personal Qualities

• Proactive: consistently planning ahead.
• Highly organized: managing multiple priorities simultaneously.
• Discreet: entrusted with confidential business and personal information.
• Detail-oriented: attentive to both major and minor schedule impacts.
• Composed: skilled at working in intense or time-sensitive environments.
• Resourceful: capable of independent problem-solving and practical solution implementation.
• Professional: maintaining appropriate boundaries, conduct, and communication at all times.

Education & Experience

• Bachelor's degree or an equivalent professional qualification is preferred.
• Ideally 10 to 15+ years of relevant experience as an Executive Assistant supporting senior leadership such as C-Suite or Board members.
• Experience in corporate groups, family offices, multinational companies, or comparable executive environments is advantageous.
• Excellent proficiency in written and spoken English; additional languages are beneficial.