Personal Assistant / Executive Assistant to CEO

SUMMARY:
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POSITION INFO:

Duties & Responsibilities:

Executive & Personal Support

• Provide comprehensive business and personal support to the CEO, serving as a trusted point of coordination and control
• Anticipate requirements, preferences, and priorities to ensure the CEO’s day-to-day operations run efficiently
• Handle confidential, sensitive, and urgent matters with sound judgment and complete discretion

Calendar, Time & Priority Management

• Manage an evolving and complex executive diary, balancing competing priorities and resolving conflicts proactively
• Safeguard the CEO’s time by assessing meeting relevance, preparing summaries and briefing notes, and optimising schedules
• Coordinate engagements across multiple stakeholders and time zones where required

Meetings, Events & Hospitality Coordination

• Plan, schedule, and coordinate internal and external meetings, board engagements, lunches, dinners, and corporate events
• Prepare agendas, briefing packs, presentations, and supporting documentation
• Attend meetings as required, record accurate minutes, track action items, and follow up to ensure completion
• Oversee hospitality and engagement arrangements with professionalism and attention to detail

Administrative & Operational Excellence

• Manage all travel arrangements, including flights, accommodation, visas, and transport logistics
• Prepare expense claims, correspondence, and executive documentation accurately and within required timelines
• Support ad hoc initiatives, research tasks, and the preparation of executive-level reports and presentations

Stakeholder & Relationship Management

• Serve as a key liaison between the CEO and internal and external stakeholders, including Board members, senior executives, clients, and partners
• Build strong, trusted relationships and communicate on behalf of the CEO with professionalism and emotional intelligence
• Manage incoming requests, correspondence, and competing priorities with diplomacy, confidence, and assertiveness

Strategic & Advisory Support

• Keep the CEO informed of key priorities, deadlines, risks, and emerging issues
• Act as an organisational “barometer,” sensing dynamics, flagging concerns, and ensuring the CEO is prepared and aligned
• Support decision-making by providing relevant context, insight, and follow-through where appropriate

Desired Experience & Qualification:

• Bachelor’s degree or 3-year tertiary qualification in Office Management, Business Administration, or a related field
• Minimum of 5 years’ experience as an Executive Assistant / Personal Assistant, with proven C-suite support experience
• Demonstrated ability to manage complex calendars, high workloads, and confidential matters independently
• Advanced proficiency in Microsoft Office and desktop publishing tools, with strong capability in creating polished executive presentations
• Excellent verbal and written communication skills
• Exceptional organisational ability with meticulous attention to detail
• High levels of integrity, discretion, and professionalism
• Strong decision-making capability and sound judgment in managing priorities and time
• Ability to work autonomously, manage ambiguity, and adapt quickly to changing demands
• Comfortable operating in a high-pressure, fast-paced, and entrepreneurial environment