Personal / Executive Assistant

Job Description

ABOUT JOB

The Personal/Executive Assistant to the CEO provides comprehensive executive, administrative, and personal support, acting as a crucial operational and logistical partner. This  role requires a highly organised, proactive, strategic, and discreet individual capable of managing the CEO’s professional and personal life, and overseeing key operational elements. The role involves managing the CEO’s schedule, coordinating complex domestic and international travel, handling confidential business and personal information, managing executive communications, and providing essential personal and household management support to the CEO and their family.

Skills Required:

• Proven experience supporting a C-suite executive, ideally within a large, global organization, with exposure to broader operational or project management responsibilities.
• Proven ability to establish and maintain highly organized systems for scheduling, information management, task tracking, and contact management through CRM software (Hubspot), coupled with exceptional attention to detail and the ability to manage multiple, competing priorities in a dynamic, global environment.
• Exceptional time and calendar management skills, with the ability to strategically prioritize meetings, deadlines, and the CEO’s time across multiple time zones.
• Handle sensitive business, financial, and personal information with the utmost confidentiality, discretion, and impeccable professional judgment.
• Highly proactive and strategic in anticipating the needs of the CEO and family, with the ability to identify operational friction points, strategically align support, and take decisive initiative to implement solutions.
• Excellent verbal and written communication skills, with demonstrated ability to draft executive correspondence, prepare professional presentations, and synthesize complex information clearly.
• Proven experience in complex domestic and international travel coordination and itinerary management, including managing logistics, visas, and accommodation for multi-leg, global trips.
• Strong problem-solving skills and adaptability, with the ability to remain calm, flexible, and effectively handle last-minute changes, urgent issues, or unforeseen operational challenges.
• High level of emotional intelligence, demonstrated by the ability to accurately perceive and understand emotions, effectively manage stress for oneself and others, and provide proactive, considerate, and culturally aware support to the CEO and family, fostering a positive and harmonious environment.
• Demonstrated ability to work autonomously with minimal supervision, make sound, independent decisions, manage complex priorities, and drive tasks to completion in a fast-paced environment.

Key Responsibilities:

• Executive Support & Communication:
  • Manage the CEO’s email inbox, including monitoring, prioritizing, categorizing, and drafting/responding to internal and external correspondence on the CEO’s behalf.
  • Maintain and strategically manage the CEO’s calendar, scheduling high-priority meetings and appointments across multiple time zones, and ensuring the CEO is optimally prepared for all engagements.
  • Act as a professional liaison between the CEO and internal teams, external partners, and high-profile stakeholders, ensuring clear and timely communication.
  • Provide general administrative support, including setting up meetings, preparing agendas, and tracking follow-up items/action logs from executive meetings.
• Operational & Project Oversight:
  • Proactively monitor key business projects, deadlines, and deliverables, maintaining detailed tracking records, collaborating with relevant stakeholders, and providing regular, synthesized status updates and reports to the CEO to ensure timely follow-up, completion, and seamless execution.
  • Assist the CEO in preparing for executive leadership meetings, executive reviews, and key strategic sessions by compiling necessary documents and presentations.
• Personal Research & Special Projects:
  • Conduct comprehensive personal research for the CEO & his family on various topics as needed (e.g., in-depth travel planning, researching high-value acquisitions, property management research, etc.).
  • Manage specific personal or family-related projects from conception to completion.
• Document and Record Keeping:
  • Organising and maintaining both business-related executive files and personal files, records, receipts, and important family documents (e.g., family passports, drivers licenses, insurance papers).
• CRM System Management:
  • Updating and maintaining the CRM system for executive task tracking and contact management, ensuring data integrity.
• Travel Management:
  • Coordinate extensive domestic and international travel arrangements in liaison with the external travel coordinator, creating detailed and seamless travel experiences for the CEO and/or family, taking into consideration complex logistics, time zones, and personal preferences. 

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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