Executive Assistant to CEO

Position Overview

One of our clients is seeking a highly organized and proactive executive assistant to the chief executive officer to provide comprehensive support to the CEO. This role involves calendar and schedule management, coordination of complex travel arrangements, administrative support, and facilitation of executive office operations. The ideal candidate will demonstrate discretion, professionalism, and the ability to operate in a fast-paced environment with multiple priorities.

About the Role

This role involves calendar and schedule management, coordination of complex travel arrangements, administrative support, and facilitation of executive office operations.

Responsibilities

• Calendar & Schedule Management

• Manage the CEO’s daily, weekly, and monthly calendar, ensuring optimal prioritization of engagements and meetings.
• Conduct regular briefings with the CEO to review upcoming events, invitations, and requests.
• Liaise with internal stakeholders and external organizations to arrange and confirm meetings.

• Travel & Logistics

• Coordinate domestic and international travel, including flights, ground transport, and accommodation.
• Prepare detailed itineraries, travel documents, and briefing materials.
• Work with travel partners to ensure seamless arrangements and manage changes as required.
• Oversee logistics related to executive meetings, events, and visiting guests.

• Executive Office Administration

• Maintain accurate records, correspondence, and documentation for the CEO’s office.
• Draft, review, and dispatch professional communications on behalf of the CEO.
• Support boardroom and office requirements, including equipment, stationery, and vendor coordination.
• Prepare and reconcile expense reports; manage payments, memberships, and renewals as required.
• Assist with coordination of tax-related documentation in partnership with finance and external agencies.

• Operational & Event Support

• Support official events and coordinate with administration for executive gatherings.
• Manage special projects and confidential assignments, and ensure smooth office operations (technology, utilities, etc.).
• Oversee vendor and service-provider relationships to ensure timely and efficient delivery.

Qualifications

• 8+ years of proven experience as an executive assistant, preferably supporting senior leadership in multinational or fast-paced environments.
• Strong organizational and multitasking skills with meticulous attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in MS Office, calendar management tools, and expense reporting systems.
• Ability to manage sensitive information with discretion and integrity.
• Strong problem-solving skills and flexibility to manage urgent priorities.
• Experience coordinating complex travel and logistics for executives is highly desirable.

Equal Opportunity Statement

We are committed to diversity and inclusivity in our hiring practices.

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