Personal Assistant to Chief Executive Officer

Role Overview

A. Executive Support & Calendar Management

• Manage the CEO’s calendar, meetings, priorities, and scheduling accuracy.
• Act as the primary point of contact to coordinate internal and external meetings, ensuring agendas, preparation materials, and follow-ups are completed.
• Maintain a task tracker with high-level dashboard covering all CEO assignments, including task status, owner, deadline, and next action. Escalate overdue or at-risk tasks proactively. Ensure no deadline is missed due to tracking gaps.
• Maintain confidentiality of executive discussions, documents, and decisions.
• Prepare weekly written status updates/ executive summaries to the CEO.

B. Documentation & Records Management

• Maintain accurate records for CEO documentation, legal papers, property documents, contracts, and correspondence.
• Ensure all documents are stored on the company shared drive in clearly defined folders. Organise and archive executive documents securely.
• Ensure timely updates, renewals, and retrieval of critical documents.
• Maintain version control for agreements and negotiation drafts.

C. Travel & Logistics

• Plan and manage travel arrangements including flights, visas, accommodation, itineraries, and transportation.
• Coordinate logistics for business trips and official meetings.
• Ensure travel plans are accurate, timely, and cost controlled.

D. Operational & Administrative Support

• Support company formation activities, registrations, and administrative coordination.
• Assist Finance with invoice processing, documentation, and payment follow-ups when required. Maintain organised records, along with documentation trail.
• Support HR and Admin on documentation flows and compliance coordination.
• Execute ad hoc executive tasks assigned by the CEO with accountability.
• Track vendor agreements and renewal timelines.

E. Compliance, Visa & Regulatory Coordination

• Manage visa processing and renewals for the CEO.
• Ensure regulatory documentation is compliant and submitted on time.
• Track deadlines and proactively flag upcoming renewals or compliance actions.

F. Coordination & Communication

• Coordinate communication between the CEO and internal leadership teams.
• Ensure clarity, accuracy, professionalism, and confidentiality in all communication flows.
• Maintain written records of key external discussions and agreements. Avoid verbal negotiations without prior approval or written summary.
• Maintain meeting minutes with clear decisions and ownership.

3. Key Performance Areas (KPAs)

• Task tracker accuracy and visibility
• Zero missed executive deadlines
• Document organisation and retrieval speed
• Clarity and accuracy of written communication
• Weekly executive status reporting discipline
• Proper storage and tracking of agreements and invoices

4. Reporting & Escalation

• Reports directly to the CEO.
• Escalates: scheduling conflicts; compliance risks; operational blockers; conflicting instructions; missed deadlines risk; incomplete documentation; ambiguity in negotiations or agreements immediately.
• Uses official communication channels and document repositories only.
• Support strategic initiatives, executive projects, and confidential assignments as required.

Requirements