We are seeking a highly organized, proactive, and exceptionally skilled Executive Assistant to fill a pivotal Dual Role. In this capacity, you will provide top-tier administrative and operational support to our internal CEO / Senior Leadership Team while simultaneously serving as a key Executive Administrative Assistant to a U.S.-based Client.

This is an onsite, high-trust position requiring a professional who excels in fast-paced environments, possesses sharp business judgment, and brings extensive experience directly supporting C-Suite executives within the BPO or shared services sector.

Key responsibilities

Internal Executive Support (CEO & Senior Leadership)

Executive Coordination: Provide high-level administrative support to the CEO and leadership team, managing complex calendars, appointments, and meeting logistics.
Email & Communication Management: Monitor executive communications, prioritize critical items, prepare high-level correspondence, and ensure timely follow-ups.
Travel & Visitor Logistics: Organize domestic and international travel itineraries, accommodations, and visitor arrangements.
Governance & Action Tracking: Record meeting minutes, track commitments, follow up on action items, and ensure key deliverables are met across departments.
Events & Special Projects: Assist in planning corporate meetings, leadership gatherings, leadership retreats, and internal initiatives.

External Client Support (U.S. Executive & Operations)

Cross-Border Support: Serve as a reliable point of contact for U.S. stakeholders, coordinating activities and schedules across different U.S. time zones.
Calendar & Travel Oversight: Manage changing executive priorities, multi-time-zone meeting schedules, complex flight/travel logistics, and transport.
Administrative & Financial Tracking: Assist with basic financial documentation, expense tracking, receipts, invoice processing, and report preparation.
Project & Workflow Tracking: Monitor ongoing operational commitments, prepare presentations, and edit cross-functional meeting materials.

Minimum Qualifications & Requirements

Proven Onsite EA & Client Experience: Demonstrated experience as an Executive Assistant, Administrative Assistant, or Operations Coordinator, including onsite experience in a BPO, Shared Services, or Outsourcing environment directly supporting C-Level Executives / C-Suite leadership (CEO, COO, CFO) and international (U.S.-based) clients.
U.S. Time Zone Overlap & Flexibility: Ability to work onsite while maintaining reliable availability during designated hours that overlap with U.S. business operations, with the agility to adapt to shifting executive schedules.
Exceptional Communication: Excellent verbal and written English communication skills with strong business writing capabilities for executive reports and international correspondence.
Calendar, Travel & Logistics Mastery: Proven track record of handling complex multi-country travel logistics, calendar management, and schedule prioritization.
Technical Proficiency: Highly proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and collaboration tools (Zoom, MS Teams, Slack).
Detail Orientation & Multitasking: High degree of accuracy, detail orientation, and organizational skill to handle competing priorities in a fast-paced environment.
Discretion & Integrity: Uncompromised level of professional integrity and discretion when handling highly confidential corporate, executive, financial, and personal information.
Stakeholder Management: Outstanding interpersonal skills with a strong customer-service mindset when dealing with both internal executive leadership and external foreign clients.

Preferred Competencies

Strong problem-solving, anticipation, and decision-making capabilities.
Project coordination and corporate event management background.
High level of accountability, follow-through, and initiative.
Professional demeanor with proven ability to build relationships across all organizational levels.

Company Description

GAIC Professional Services Inc. is an outsourcing and consulting services company that supports clients across diverse industries and sectors. As a subsidiary of EEI, it acts as the internal professional services arm, delivering technology-driven solutions to meet evolving business needs. The company focuses on providing efficient, high-quality support services that help organizations optimize operations and processes. Team members collaborate with both internal and external stakeholders, contributing to innovation, service excellence, and sustainable growth.

Executive Assistant to Chief Executive Officer and US Client