We are seeking a highly skilled and proactive Senior Executive Assistant to support our client's CEO in a global fast-paced, high performance environment. This role requires someone who can manage wide range of executive and personal support tasks with discretion, efficiency, and professionalism.
Note: This is a very demanding position that calls for a high level of dedication, long working hours, problem-solving skills, and exceptional attention to detail.
The ideal candidate is organized, adaptable, and capable of handling multiple priorities in a constantly evolving environment. They must be comfortable working long hours, traveling, and providing support wherever the CEO needs to be.
Hours: Monday- Friday during the CEO's working hours, with a typical workday of 10-12 hours. Occasionally on calls during the weekends.
Responsibilities:
- In-office Monday through Friday during the CEO's work hours, with a typical workday of 10 to 12 hours.
- Arrives ahead of the CEO each day with the daily agenda, documents, and materials fully prepared and organized.
- Maintain flexible availability to accommodate the CEO's dynamic schedule, including extended hours as needed.
- Provide comprehensive administrative support to the CEO, including managing a complex global calendar, scheduling meetings, and ensuring priorities are effectively managed.
- Anticipate the CEO's needs and proactively resolve challenges independently and/or with other executive team members to ensure seamless day-to-day operations. (project management, updates, builds presentations)
- Coordinate all travel arrangements for the CEO, including both commercial and private flights, lodging, car service, etc, ensuring smooth domestic and international travel experiences. (food, travel, meetings)
- Occasionally travel domestically and internationally with the CEO to provide direct, on-the-ground support, including adapting to last-minute changes and resolving any travel-related issues.
- Serve as a liaison between the CEO and internal teams, maintaining clear and open communication.
- Develop a strong understanding of team priorities, projects, and challenges to provide informed updates to the CEO and ensure timely follow-ups.
- Attend meetings with the CEO, take detailed notes, track actionable items, and ensure timely completion of follow-ups.
- Track and monitor deadlines and key deliverables, providing reminders and updates to ensure the CEO remains on track with commitments.
- Coordinate and prepare materials for meetings, including agendas, reports, presentations, and attendee information, ensuring the CEO is fully briefed and prepared for all meetings. Research each person or group the CEO is meeting with and draft smart, concise meeting prep briefings in advance.
- Create and manage high-level correspondence, presentations, reports, and memos using Microsoft PowerPoint, Word, and Excel, ensuring they meet the CEO's standards.
- Oversee confidential files, documents, and records, ensuring all sensitive information is handled with the utmost discretion.
- Collaborate with cross-functional teams on special projects, tracking deadlines and ensuring deliverables are met.
- Engage with internal and external stakeholders, including board members, clients, government officials, and business leaders.
- Handle sensitive information with the highest level of professionalism, confidentiality, and discretion.
- Represent the CEO with professionalism and cultural sensitivity at all times.
- Serve as the main point of contact between the CEO and internal/external stakeholders, ensuring timely communication and follow-up on all requests.
- Manage daily meal arrangements, ensuring the CEO's preferences and dietary requirements are met.
- Collect all CEO-related receipts and collaborate with the Controller to submit accurate and timely expense reports.
- Coordinate special projects as assigned by the CEO, including cross-functional collaboration with various departments.
- Demonstrate exceptional problem-solving skills to navigate challenges and ensure the CEO's needs are met.
- Remain calm and solution-oriented under pressure, quickly adapting to shifting priorities.
Qualifications:
- 8+ years of experience as an Executive Assistant, preferably supporting a CEO or C-suite executive in a fast-paced, high-performance environment.
- Bachelor's degree preferred or equivalent experience.
- Exceptional written and verbal communication skills with experience drafting high-quality correspondence and presentations.
- Proficient in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook) and familiar with tools like Google Workspace, Zoom, and Slack.
- Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.
- Proactive problem-solver with excellent judgment, discretion, and confidentiality.
- Valid passport and driver's license with the ability to travel domestically and internationally on short notice.
- This role requires the candidate to have access to a personal vehicle for local travel, errands, and time-sensitive assignments.
- Flexible and available to work extended hours, including early mornings, evenings, and weekends, to accommodate the CEO's schedule.
- Strong interpersonal skills to collaborate effectively with executives, board members, and stakeholders.
- Culturally aware with experience navigating international settings and engagements.
- Meticulous attention to detail.