Executive Personal Assistant

As the Executive Personal Assistant to the CEO, you are responsible for providing high-level administrative support and acting as a trusted right-hand to the CEO. This role requires frequent travel with the CEO, including extended travel during the summer period. The Executive Personal Assistant will ensure smooth coordination of all professional engagements and personal matters, while managing the CEO’s demanding schedule and complex tasks. You must be highly organized, proactive, and capable of maintaining the utmost discretion in handling confidential matters.

Key Job Responsibilities:

Executive Support:

• Manage the CEO’s complex calendar, scheduling meetings and appointments across multiple time zones.
• Screen and prioritize incoming correspondence, phone calls, and requests, acting as a gatekeeper to ensure the Chairmans time is used efficiently.
• Handle LPOs, payments, and file submissions from internal and external departments for the Chairman’s review and signature.
• Prepare detailed reports, presentations, and other documents for the CEO’s meetings.
• Provide executive support in drafting emails, preparing communication materials, and following up on action items.
• Conduct research and gather information for the CEO on various topics.
  
  

• Organize and prepare meeting agendas, briefing materials, and minutes for both internal and external meetings.
• Attend high-level project meetings with the CEO, capturing key points and action items, and ensure timely follow-up on deliverables.
• Ensure seamless coordination and communication with the leadership team, board members, and external partners, maintaining strong professional relationships.
  
  

• Serve as the primary point of contact for internal and external communication on all matters related to the CEO’s office.
• Build and maintain strong relationships with key stakeholders, including clients, government officials, board members, and senior executives.
• Coordinate and facilitate communication between the CEO and other departments, ensuring timely follow-up and resolution of key issues.
  
  

• Plan, organize, and coordinate complex domestic and international travel arrangements for the CEO, including accommodations, itineraries, transportation, and visa applications.
• Manage and adjust travel plans as necessary, ensuring smooth travel experiences even when unexpected changes occur.
• Accompany the CEO on business trips, ensuring that all logistical and personal needs are met.
  
  

• Handle highly confidential information with the utmost discretion and professionalism.
• Manage sensitive documents, files, and information relating to company operations, board decisions, and strategic initiatives.
• Protect the CEOs privacy in all business and personal matters.
  
  

• Assist in managing and tracking progress on various initiatives led by the CEO’s office, ensuring deadlines are met.
• Coordinate efforts across multiple departments to ensure smooth execution of key projects.
• Conduct site visits and perform research to provide analysis and reports to support the CEO’s decision-making processes.
• Coordinate special projects from inception through completion, ensuring deliverables are on time and aligned with the CEO’s vision.
• Liaise with the Development team to ensure updates, follow-ups, and meetings with potential stakeholders are executed seamlessly.
  
  

• Exceptional organizational and time-management skills, with the ability to manage a complex and constantly evolving schedule.
• Excellent written and verbal communication skills, with the ability to draft correspondence and prepare reports.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office technology.
• Strong problem-solving and decision-making abilities, with the capacity to handle challenges effectively.
• Ability to work independently with minimal supervision, while managing multiple tasks and priorities.
• High level of discretion, confidentiality, and professionalism.
• Strong interpersonal skills, with the ability to interact effectively with senior executives, board members, and high-profile clients.
• Ability to work under pressure, managing tight deadlines, and adapting to changing priorities.
  
  

• Attention to Detail: Meticulous attention to detail, ensuring accuracy in all work.
• Adaptability: Ability to quickly adjust to shifting priorities and unforeseen challenges in a fast-paced environment.
• Proactive Approach: Capable of anticipating the CEO’s needs and taking the initiative to address them before being asked.
• High Emotional Intelligence: Ability to manage relationships effectively, understanding the CEO’s expectations and responding with professionalism.
• Time Management: Excellent ability to prioritize tasks and manage the CEO’s schedule efficiently, ensuring that time is allocated appropriately across multiple demands.
  
  

• This position requires frequent travel.
• Flexibility to work extended hours, including evenings and weekends, based on the CEO’s schedule and business needs.