Executive Assistant to Chief Executive Officer

Executive Assistant - CEO Office

We are seeking a highly organized, proactive, and strategic Executive Assistant to support our CEO Office. This role serves as a trusted partner to executive leadership, ensuring seamless coordination of priorities, stakeholder engagement, and critical business initiatives. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, and handles confidential information with the highest level of professionalism.

Key Responsibilities

1. Executive Calendar & Priority Management

• Manage and optimize executive calendars, ensuring alignment of priorities across multiple time zones.
• Coordinate leadership meetings, board discussions, client engagements, site visits, and strategic business reviews.
• Anticipate scheduling conflicts and proactively adjust plans in a dynamic business environment.
• Ensure executive leaders are prepared for key meetings through timely briefings and materials.

2. Executive Communications & Stakeholder Management

• Serve as a liaison between the CEO Office, senior leadership team, clients, partners, and external stakeholders.
• Draft and manage executive-level communications, presentations, and correspondence.
• Screen, prioritize, and respond to inquiries on behalf of executive leadership when appropriate.
• Track discussions, action items, and commitments to drive timely completion.

3. Meetings, Travel & Executive Events

• Prepare agendas, briefing documents, reports, and presentations for leadership meetings.
• Record key decisions and action items while ensuring accountability and follow-through.
• Coordinate domestic and international travel arrangements, accommodations, and expense reporting.
• Support executive events, town halls, leadership offsites, client visits, and strategic planning sessions.

4. Strategic & Operational Support

• Assist in monitoring business priorities, organizational initiatives, and executive projects.
• Conduct research and gather insights on business trends, market developments, and strategic opportunities.
• Support executive reporting, performance dashboards, and leadership presentations.
• Handle sensitive business information with the utmost confidentiality and professionalism.

5. Administrative & Project Coordination

• Prepare board materials, executive presentations, reports, and business updates.
• Manage special projects and cross-functional initiatives on behalf of the CEO Office.
• Coordinate with internal teams to ensure timely completion of key deliverables.
• Support budget tracking, vendor coordination, and administrative processes as needed.

Qualifications

Minimum Requirements

• Bachelor's degree in Business Administration, Communications, Management, or a related field (or equivalent experience).
• 3-5+ years of experience supporting C-level executives, senior leaders, or executive offices.
• Exceptional verbal and written English communication skills.
• Advanced proficiency in Microsoft 365, including Outlook, PowerPoint, Excel, and Teams.
• Strong organizational, planning, and time-management skills.
• High level of discretion and ability to handle confidential information.

Preferred Qualifications

• Experience supporting a CEO, executive leadership team, or corporate office.
• Background in multinational, shared services, BPO, or fast-growing organizations.
• Experience coordinating across global stakeholders and multiple time zones.
• Strong project management and executive support capabilities.
• Ability to thrive in a fast-paced, highly dynamic environment.

Core Competencies

• Exceptional organizational and multitasking skills
• Strong business acumen and professional judgment
• Executive presence and stakeholder management
• Proactive, solutions-oriented mindset
• High attention to detail and accuracy
• Adaptability and resilience in a fast-paced environment
• Ability to maintain strict confidentiality