Executive Assistant to Chief Executive Officer

high-ownership, highly reliable Executive Assistant

This role is ideal for someone with strong maturity, excellent follow-through discipline, and a sense of responsibility toward outcomes—not just tasks.

Role Mission

Enable the CEO to execute priorities efficiently by ensuring timely follow-ups, structured communication, accurate reporting, and disciplined coordination across teams and stakeholders.

Key Outcomes Expected

You are successful in this role if:

• Nothing assigned by CEO “falls through the cracks”
• Projects and commitments are tracked, updated, and followed up proactively
• CEO gets clear, concise dashboards & summaries on time
• Internal teams respect and respond to your follow-ups
• External stakeholders experience professional communication & coordination
• Decisions become faster because information is always ready and organised
  

Key Responsibilities

Daily

• Track & update CEO Delegation Sheet and follow-ups
• Check CEO Sent items to ensure follow-through on communications
• Monitor & manage CEO mailbox, draft & send responses where appropriate

Weekly

• Monitor project progress especially for Web Team vs billing targets
• Schedule CEO internal & client meetings
• Prepare structured meeting briefs / report summaries & identify action areas
• Support CEO in prospect follow-ups

Fortnightly

• Update OneNote with department progress & key decisions

Monthly

• Generate reports for management
• Organise strategic review meetings & track action closures

As Required

• Send proposals & quotations (domestic + international)
• Manage CEO travel & logistics
• Update Google sheets & trackers
• Coordinate with internal stakeholders
• Vendor coordination & quotation collection
• Conduct research for management initiatives

Desired Competencies

• Extreme ownership & responsibility mindset

• Strong follow-up discipline
• Excellent written & verbal communication
• Highly organised and structured
• Strong analytical and documentation skills
• Confidentiality and professional maturity
• Ability to work under deadlines and multiple priorities
• Tech-comfortable (email, sheets, CRM, coordination tools)
  

Experience & Background

• Experience as Executive Assistant / EA to CXO / Operations Coordinator preferred
• Experience in IT / Digital / ERP environment is an advantage
• Strong English communication
• Must be comfortable with structured reporting & follow-up driven work culture
• Candidates staying near office preferred to ensure work reliability