Were looking for a sharp, proactive Admin Assistant to be the operational right hand to the CEO. This is not a passive support role you will own the CEOs time, ensure nothing falls through the cracks, and make every meeting and decision faster and better-prepared. Youll work at the center of a rapid-growing, IPO-bound organization and interact with leaders across all business units.
Key Responsibilities
Calendar & meeting management
- Own and protect the CEOs calendar; schedule, reschedule, and prioritize meetings based on business importance, not just chronology.
- Resolve scheduling conflicts proactively and ensure adequate prep and travel/buffer time between commitments.
- Coordinate internal and external meetings across time zones and locations.
Follow-ups & task tracking
- Maintain a live tracker of action items and pending tasks arising from meetings, and chase owners to closure.
- Flag overdue items to the CEO before they become problems; provide a weekly status summary of open commitments.
Meeting pre-reads & preparation
- Ensure that for every meeting, the required pre-read (agenda, briefing note, data pack, prior minutes) is collected, formatted to the CEOs preferred standard, and available ahead of time.
- Coordinate with relevant teams to gather inputs and chase missing material well in advance.
- Capture and circulate concise minutes and decisions where required.
Travel & logistics
- Plan and book end-to-end travel flights, hotels, ground transport, visas — optimized for cost, time, and convenience.
- Prepare detailed itineraries; anticipate and resolve travel disruptions.
- Manage expense documentation and reimbursements.
Tech Mindset
- Should have an open mind to try different AI / tech tools that can save time and increase efficiency.
General administration
- Handle correspondence, document management, and confidential information wit