Executive Assistant to the CEO

Key Accountabilities/Responsibilities

• 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

Knowledge, Skills, and Experience

Minimum 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

Desired Qualifications

• 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