Executive Assistant

Schedule: (Wednesday thru Sunday, 11.00 AM - 9.00 PM CST)

Salary: $60K per annum onwards

We are seeking a highly organized, proactive, and flexible Personal Assistant to support the CEO's professional and personal needs. This dual-role requires an individual who can seamlessly balance managing complex schedules, handling confidential matters, and providing transportation in a timely and professional manner.

• Planning, coordinating, and tracking key projects across departments, internal and external stakeholders.
• Monitor project timelines, deliverables, and follow-up items to help ensure deadlines are met.
• Coordinate with internal teams and external stakeholders to gather updates, documents, and required inputs for ongoing projects.
• Maintain project progress, action logs, status reports, and related documentation.
• Organize project-related files, correspondence, and reference materials for easy access and review.

• Coordinate the CEO’s complex calendar, scheduling meetings, travel, and personal appointments.
• Anticipate conflicts, optimize time allocation, and ensure the CEO focuses on high-impact activities.
• Manage and update itineraries regularly, ensuring that the CEO’s time is optimized and commitments are met.
• Coordinate meeting logistics, including invitations, agendas, conference room bookings, virtual meeting links, and required materials.
• Prepare meeting agendas, briefing notes, background documents, and presentations in advance of meetings.
• Ensure all participants receive necessary documents, updates, and reminders prior to meetings.
• Attend meetings when required to take minutes, document key discussions, decisions, and action items.
• Track and follow up on post‑meeting action items to ensure timely completion.
• Coordinate recurring meetings, leadership reviews, client calls, and cross‑functional discussions.
• Maintain organized records of meeting notes, action items, and follow‑up communications.
• Ensuring meetings are well‑prepared, productive, and aligned with strategic priorities.

• Arrange both commercial and private travel, ensuring logistics and accommodations are in place.
• Travel with CEO to scheduled appointments, meetings, and events according to the calendar.

• Complete personal errands such as picking up documents, gifts, supplies, and other items as requested.
• Ensure personal appointments are scheduled and attended as needed, with privacy and discretion.

• Handle highly confidential information with the utmost care and discretion.
• Maintain professional relationships and handle both personal and professional matters with privacy.

• Valid driver’s license with a clean driving record.
• Experience in Executive Assistant or in a similar high‑impact support role
• Experience in fast‑paced environments such as start‑ups, consulting, or dynamic corporate setups.
• Strong business acumen and understanding of organizational priorities
• Excellent written and verbal communication skills
• High level of ownership, proactiveness, and problem‑solving ability
• Ability to manage multiple priorities with strong attention to detail
• Sound judgment and decision‑making capability
• High ownership mindset

• Proficiency in MS Office (Excel, PowerPoint, Word) and presentation tools
• Experience with calendar management tools (e.g., Outlook, Google Calendar)
• Ability to prepare reports, dashboards, and executive summaries