Executive Assistant to CEO

Calendar Schedule Management Proactively manage and maintain the CEO s dynamic and complex calendar, including scheduling internal and external meetings, appointments, and teleconferences. Prioritize and resolve scheduling conflicts efficiently, ensuring optimal use of the CEO s time. Prepare the CEO for all engagements by providing necessary documents, briefs, and background information in advance. Communication Correspondence Act as the primary point of contact for all incoming communications (calls, emails, mail) directed to the CEO, screening and prioritizing appropriately. Draft, review, and edit high-quality professional correspondence, presentations, reports, and other documents on behalf of the CEO. Facilitate effective and timely communication between the CEO and senior leadership, department heads, employees, clients, investors, and other external stakeholders. Meeting Coordination Support Organize and coordinate high-level meetings (Board meetings, Executive Team meetings, investor calls, client reviews), including scheduling, sending invitations, preparing and distributing agendas and materials, and arranging all necessary logistics (venue, catering, technology setup). Attend meetings, accurately record minutes, track action items, and ensure timely follow-up on deliverables. Travel Management Manage and coordinate comprehensive domestic and international travel arrangements for the CEO, including flights, accommodations, ground transportation, and detailed itineraries. Handle visa applications, foreign exchange, and other necessary international travel requirements. Process and reconcile travel expenses and reimbursements accurately and in a timely manner. Information Document Management Organize and maintain highly confidential physical and digital files, records, and documents with absolute discretion. Conduct research and compile data as needed for reports, presentations, and decision-making processes. Ensure proper document control, versioning, and secure archiving. Office Administration Manage the CEO s office environment, ensuring it is well-organized, efficient, and adequately stocked. Process invoices, expense reports, and other administrative paperwork promptly. Assist with personal tasks or errands for the CEO, within professional boundaries, to optimize their focus on core business objectives. Special Projects Undertake and manage ad-hoc projects and assignments as directed by the CEO, which may involve coordination with various departments, research, or data compilation. Represent the CEO in certain administrative capacities when appropriate. Confidentiality Discretion Maintain the highest level of confidentiality and integrity when handling sensitive company information, proprietary data, and personal matters related to the CEO.