Executive Assistant to the CEO

• 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

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