Executive Assistant

Role Overview

• Manage the CEO’s schedule to ensure time is used effectively, balancing strategic priorities, meetings, and external engagements in an organised and efficient manner.
• Own a complex, multi-time-zone calendar, proactively resolving conflicts, anticipating constraints, and adapting to shifting priorities with discretion and attention to detail.
• Act as a trusted support to the CEO by anticipating needs, screening and responding to inquiries, and preparing background information.
• Serve as a primary gatekeeper for inbound requests to the CEO, applying agreed prioritization principles and redirecting items as appropriate.
• Provide end-to-end administrative and logistical support for meetings, workshops, and conferences, including registration and coordination with partners, travel arrangements, note-taking, documentation, and circulation of agreed action/decision points.
• Support the executive team and senior leadership by coordinating meetings, maintaining agreed leadership cadences, and maintaining C-suite Google Drive.
• Coordinate internal and external meetings such as leadership meetings, staff meetings, off-sites, one-on-ones, and partner engagements.
• Draft, edit, and manage correspondence on behalf of the CEO.
• Organise the CEO's travel, including flights, accommodation, visas, itineraries, and cost tracking, in line with organisational policies.
• Track and manage the CEO’s expenses and budgets, ensuring timely approvals, accurate reporting, and compliance with internal and client requirements.
• Maintain a system to track CEO & Leadership team commitments, deadlines, and agreed decision points, providing reminders and preparation support as needed.
• Provide administrative support to the Board and governance processes, such as meeting logistics, travel logistics, and reimbursements.
• Work closely with the Director of Executive Operations to coordinate leadership meetings and events.
• Manage end-to-end travel operations, including ticket & accommodation booking, logistics, and vendor negotiations, while ensuring policy compliance, cost optimization, and high-quality service for the travelling team.
• Carry out additional tasks as required, using initiative and sound judgment to improve administrative systems, information flow and executive time management, in support of the CEO’s effectiveness

Requirements

• Highly organized with strong attention to detail and proofreading skills
• Excellent interpersonal skills; able to build relationships with staff, board members, partners, and clients
• Trusted with confidential information, adaptable to competing demands, and committed to outstanding service
• Resilient under pressure and able to manage stressful situations effectively
• Available and responsive during high-stress periods
• Skilled in leading peers and managing upwards
• Strong problem-solving skills with practical solutions
• Advanced proficiency in MS Office, Google Workspace
• Exceptional written and verbal communication skills
• Bachelor's degree in Business Administration, Management, or a related field; advanced degree an advantage
• Minimum of 3 years’ experience in operations, office management, or executive-level support and at least 2 years as an Executive Assistant to a CEO or equivalent
• Advanced proficiency in MS Office and Google Workspace with strong organizational, communication, and problem-solving skills
• Proven ability to manage confidential information, work under pressure, and lead across teams and stakeholders.