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

3–6 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