Executive Assistant To CEO

Job Overview

We seek a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will be a proactive problem solver with exceptional communication skills and the ability to thrive in a fast-paced environment.

Tasks and Responsibilities

• Manage the CEO’s calendar by scheduling internal and external meetings, prioritizing appointments, and coordinating time zones effectively.
• Handle daily correspondence, including filtering and responding to emails, phone calls, and messages on behalf of the CEO.
• Coordinate meetings by preparing agendas, gathering relevant documents, taking accurate meeting minutes, and ensuring timely follow-up on action items.
• Arrange complex travel plans, including flight bookings, hotel reservations, transportation, and travel itineraries.
• Prepare and track expense reports, ensuring timely and accurate submissions and reimbursement processes.
• Support ongoing projects by providing administrative oversight, following up on deliverables, and maintaining alignment with timelines and goals.
• Oversee general office-related duties, including managing supplies, vendor coordination, and supporting smooth office operations when needed.
• Provide personal assistance to the CEO for occasional errands or event planning, as needed.
• Maintain discretion and confidentiality when handling sensitive information and internal communications.
• Liaise with stakeholders and partners, helping schedule and manage communication with board members, clients, and collaborators.
• Track deadlines and key priorities, proactively reminding the CEO of upcoming commitments and ensuring alignment across priorities.
• Prepare presentations, reports, and documents, ensuring clarity, consistency, and readiness for executive review or distribution.

Requirements

• Proficiency in Google Workspace and online project management/planning tools.
• Strong written and verbal communication skills in English.
• Highly adaptable, quick to learn, and able to manage shifting priorities with minimal supervision.
• Excellent organizational, time management, and multitasking abilities.
• Professional, reliable, and calm under pressure, with a positive attitude.
• Demonstrates integrity and discretion in handling confidential information.
• Knowledge of office management procedures and familiarity with travel booking tools is a plus.