Executive Assistant to Chief Executive Officer

Executive / Personal Assistant

Location:

About the Role

We are hiring an Executive / Personal Assistant for the Strategy & Planning Office. The role requires someone who is organised, detail-oriented, and thrives in fast-moving environments. You will work closely with a Member of the Board across multiple businesses to ensure that schedules, communication, travel, meetings, and execution run seamlessly.

This role ideal for someone who brings professionalism, composure, and a strong service mindset while enabling leadership efficiency across both professional and personal priorities.

What You Will Enable

Smooth management of professional, operational, administrative, and personal priorities

Clear coordination across meetings, stakeholders, schedules, and follow-ups

Strong preparation for reviews, discussions, travel, and daily readiness

Timely tracking of action items and deliverables with complete situational awareness

Efficient systems, trackers, workflows, and relationship management

A well-managed environment that allows leadership to maximise productivity and bandwidth

Your Qualities

Demonstrates a polished, professional presence suitable for senior leadership interaction

Strong verbal and written communication with clarity, fluency, and confidence

Naturally courteous, grounded, and respectful in all interactions

High sense of ownership, discipline, and dependable follow-through

Comfortable taking direction with precision and maintaining structure across tasks

Strong sense of presentation, organisation, and personal conduct

Ability to work closely with leadership with humility, discretion, and emotional intelligence

Learns quickly, adapts quickly, and supports leadership with a service-oriented mindset

Represents the office with maturity, refinement, and a calm problem-solving approach

Experience Required

36 years as EA / Coordinator to CXO, Founder, or Board-level executive

Compensation:

Job Type:

Key Responsibilities

1. Calendar, Meetings & Coordination (25%)

Manage and prioritise the calendar across professional and personal commitments

Ensure meeting readiness with briefs, notes, and key talking points

Coordinate internal and external meetings with structured follow-ups

Track deliverables and create visibility of progress

Assist in leadership reviews, personal appointments, and strategic events

Maintain situational awareness to ensure nothing slips through the gaps

2. Communication & Stakeholder Management (25%)

Act as the primary coordination point for internal and external stakeholders

Draft and review leadership communication and email correspondence

Maintain a structured database of contacts and key relationships

Coordinate discussions with partners, advisors, consultants, and personal networks

Represent the leadership office with professional communication standards

Build and maintain soft relationships required for smoother travel, visits, and meetings

3. Travel, Logistics & Personal Coordination (20%)

Plan domestic/international travel, accommodation, and documentation

Prepare itineraries and manage real-time schedule changes

Coordinate logistics for board meetings, conferences, and personal events

Build relationships with travel partners (hotels, drivers, support staff) for smooth movement

Manage personal arrangements that support leadership's daily efficiency

Track budgets, reimbursements, and travel-related spending

4. Execution, Operational Follow-ups & Personal Support (20%)

Track progress on projects, instructions, and daily priorities

Build dashboards, trackers, and summaries for rapid decision-making

Coordinate documents, approvals, and workflows across teams

Provide day-to-day personal management support to maximise bandwidth

Assist in tasks requiring on-ground presence, coordination, or follow-through

Enable seamless execution across both work and personal fronts

5. Administration, Organisation & Personal Systems (10%)

Maintain structured files, contact lists, and digital records

Manage renewals, payments, subscriptions, and correspondence

Support administrative and personal organisational processes

Ensure confidentiality across all activities

Build systems that keep leadership organised, prepared, and informed