Senior Executive Assistant to the CEO
Skills
About This Role
1 Executive Support
- Manage the CEO's calendar with precision, balancing competing priorities across internal and external commitments.
- Triage and manage inbound communications, ensuring the CEO's attention is directed where it matters most.
- Anticipate the CEO's needs proactively, flagging upcoming deadlines, conflicts, or gaps before they become issues.
- Draft, review, and refine correspondence, emails, and documents on behalf of the CEO where appropriate.
- Exercise mature, experienced judgment in determining what can be handled independently and what requires the CEO's direct input or approval.
- Plan and coordinate travel end-to-end (itineraries, logistics, scheduling alignment, contingency planning).
2 Corporate Administration
- Coordinate recurring administrative requirements such as business license renewals and other time-sensitive documentation processes, working closely with internal stakeholders and external service providers as applicable.
- Support general compliance-related follow-ups, ensuring documents are properly approved, signed, submitted, and archived in line with internal policy and regulatory requirements
- Maintain meticulous records and filing systems for executive office documents, correspondence, and agreements
3 External Stakeholder Coordination
- Act as a primary point of coordination for communications with banks, legal counsel, etc. (scheduling, follow-ups, and email drafting).
- Serve as the administrative liaison for bank KYC requests, including collecting, validating, organising, and securely submitting required documentation in coordination with relevant internal and external stakeholders.
- Manage document submission workflows: track deadlines, ensure materials are prepared and routed correctly, and actively follow up with providers to ensure requirements and timelines are met.
- Support preparation and secure handling of sensitive materials (e.g., personal financial statements, passport information, credit card statements), ensuring strict need-to-know access and controlled distribution.
4 Internal Collaboration & Stakeholder Management
- Work closely and collaboratively with legal, finance, and compliance teams to ensure the CEO's office functions as a cohesive, well-coordinated unit.
- Build and maintain strong, trusted relationships with the CEO, COO, company executives and external partners.
- Ensure seamless information flow between the CEO's office and the wider organisation
5 Company Events
- Support planning and coordination of select company events (e.g., executive dinners, celebrations, internal gatherings), including logistics, invitations, vendors, and on-site coordination where needed.
6 Family & Personal Coordination
- Coordinate select scheduling and travel logistics involving family members when required, maintaining professionalism, discretion, and clear boundaries.
- Manage household-related logistics where these intersect with the CEO's professional life (scheduling, vendor coordination, and appointments).
- Provide support and coordination for immediate family members where required, handling all such matters with sensitivity, warmth, and strict confidentiality.
7 Confidentiality, Discretion & Judgment
- Handle all information — business, personal, financial, legal, and family-related — with the highest level of discretion and integrity.
- Demonstrate consistently sound judgment in prioritising the CEO's time, managing sensitive matters, and navigating complex or delicate situations.
- Apply secure document-handling practices and sound judgment in all communications and information sharing.
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