Executive Assistant to Chief Executive Officer

About the Role

We are seeking a professional, highly organized Executive Assistant to support our CEO. This role is a mix of strategic calendar management, flawless execution of travel and meetings, tight expense control, and cross-functional coordination. You will be the CEO’s right hand — enabling them to focus on high-impact work by owning administrative workflows, managing stakeholder logistics, and ensuring smooth information flow across teams.

Key Responsibilities

Calendar & Meeting Management

• Maintain the CEO’s calendar: prioritize requests, schedule and reschedule meetings, and manage conflicts.
• Prepare agendas, briefing notes, presentation decks, and pre-reads for meetings.
• Take and circulate concise meeting minutes and follow up on action items.

Travel & Logistics

• Arrange domestic and international travel: flights, hotels, ground transport, visas, and itineraries.
• Coordinate hospitality and logistics for visiting clients, partners, and government officials.
• Ensure travel plans are cost-effective and compliant with company policies.

Expense Management

• Own expense reconciliation: collect receipts, prepare expense forms, code costs, and submit timely claims.
• Coordinate with finance for reimbursements and maintain accurate documentation and audit trails.
• Help enforce company expense policies and flag anomalies.

Administrative & Operational Support

• Manage CEO’s inbox triage, prioritize messages and draft responses when required.
• Handle application processes (licenses, registrations, vendor onboarding) and liaise with external agencies.
• Maintain and organize important files, contracts, and confidential documents.
• Share bills, invoices, and necessary files with cross-functional teams (finance, procurement, legal) and ensure timely uploads and approvals.

Stakeholder Coordination

• Act as the CEO’s representative for administrative requests across departments; ensure clear, timely follow-ups.
• Liaise with clients, board members, government officials and vendors on scheduling and logistics.
• Maintain professionalism and confidentiality in all external interactions.

Project & Event Support

• Support small projects and events owned by the CEO (offsites, investor meetings, board events).
• Coordinate vendors, prepare budgets, and manage on-site logistics when required.

Qualifications & Skills

• Education:

  Bachelor’s degree required. MBA or professional certification is a plus.

• Experience:

  2–5 years as an Executive Assistant / Personal Assistant / Senior Administrative role supporting senior leadership (C-level support preferred).

• Administrative Expertise:

  Proven capability in calendar management, travel booking, meeting preparation, and minute taking.

• Expense & Finance Basics:

  Comfortable reconciling expenses, preparing expense forms and liaising with finance teams.

• Tools:

  Advanced MS Office skills (Outlook, Excel, Word, PowerPoint); familiarity with Google Workspace and expense/travel tools (Concur, Zoho Expense, etc.) is a plus.

• Communication:

  Excellent written and verbal English; strong stakeholder etiquette and phone/video-conferencing skills.

• Organization & Prioritization:

  Exceptional attention to detail, time management and the ability to juggle competing priorities.

• Discretion & Professionalism:

  High level of confidentiality and integrity when handling sensitive information.

• Proactiveness:

  Anticipates CEO needs, takes initiative, solves problems independently and follows through until completion.

• Interpersonal:

  Collaborative attitude to work with cross-functional teams; courteous and confident when interacting with senior stakeholders.

• Mobility:

  Willingness to travel occasionally to support CEO engagements.