Personal Assistant / Executive Assistant to the CEOExperience: 2–5 years (preferably as an Executive Assistant to a CEO, Founder, or Senior Executive) Role Type: Full-time Reporting To: CEO

About the Role
We are looking for a highly organised, proactive, and resourceful Personal Assistant / Executive Assistant to the CEO who can bring structure, efficiency, and accountability to the CEO's professional and personal responsibilities. This is not a traditional administrative assistant role. We are looking for someone who can take ownership, manage multiple people and projects, anticipate problems, and ensure things get done without constant supervision. The primary objective is to free up the CEO's time and mental bandwidth, allowing her to focus exclusively on high-priority decisions, strategic initiatives, and matters that genuinely require her attention. The ideal candidate should be an excellent coordinator, a natural problem-solver, and someone who thrives in a fast-paced environment involving multiple stakeholders, competing priorities, and constantly evolving responsibilities.

Key Responsibilities
1. CEO Calendar & Priority Management
• Take complete ownership of the CEO's calendar, meetings, appointments, and daily schedule.
• Act as a gatekeeper, ensuring the CEO's time is spent only on high-value activities.
• Evaluate, prioritise, delegate, or filter incoming requests before they reach the CEO.
• Minimise unnecessary meetings, interruptions, and administrative involvement.
• Organise the CEO's day around strategic priorities rather than reactive tasks.
• Prepare meeting agendas, relevant documents, and briefing notes in advance. 2. People Management & Stakeholder Coordination
• Coordinate and manage multiple internal and external stakeholders, including employees, consultants, vendors, and professional advisors.
• Delegate tasks effectively and ensure individuals are accountable for their deliverables.
• Proactively follow up with stakeholders without requiring reminders from the CEO.
• Act as the central point of coordination across multiple ongoing activities.
• Resolve routine operational issues independently and escalate only matters requiring the CEO's intervention.
• Ensure smooth communication between the CEO and everyone working on her priorities. 3. Project & Task Management
• Create and maintain structured workflows using project management platforms such as Asana, ClickUp, or similar tools.
• Convert the CEO's instructions, discussions, and ideas into actionable tasks with clearly defined owners, deadlines, and priorities.
• Monitor project progress, identify delays,



and ensure timely completion.
• Build systems for tracking responsibilities, deliverables, follow-ups, and pending decisions.
• Maintain visibility across multiple projects without requiring the CEO to personally track each one.
• Provide concise daily or weekly progress updates highlighting completed tasks, pending items, risks, and decisions required. 4. Problem-Solving & Proactive Risk Management
• Identify potential issues, delays, communication gaps, and operational bottlenecks before they become problems.
• Anticipate the CEO's requirements and take proactive action.
• Develop practical solutions rather than simply reporting problems.
• Coordinate with relevant people to resolve challenges with minimal CEO involvement.
• Escalate important matters with clear context, proposed solutions, and recommended next steps.
• Continuously improve processes to reduce repetitive work, inefficiencies, and unnecessary dependencies. 5. Organisation, Systems & Process Improvement
• Bring structure to the CEO's daily operations, communications, tasks, and projects.
• Establish clear processes, accountability systems, and standard operating procedures where required.
• Organise information, documents, communications, and important records for easy accessibility.
• Introduce automation, productivity tools, and AI-based solutions wherever they can improve efficiency.
• Ensure that significant commitments, deadlines, and follow-ups never fall through the cracks. 6. Personal & Executive Assistance
• Handle personal appointments, travel planning, reservations, scheduling, and other administrative requirements.
• Coordinate with service providers, household staff, vendors, and other relevant individuals when necessary.
• Manage confidential information with professionalism and discretion.
• Support the CEO with ad hoc personal and professional responsibilities to ensure her day runs smoothly. Required Qualifications & Experience
• 2–5 years of experience as an Executive Assistant, Personal Assistant, or Chief of Staff–style coordinator, preferably supporting a CEO, Founder, or senior business leader.
• Proven ability to coordinate multiple people, manage competing priorities,



and drive tasks to completion.
• Strong working knowledge of Asana, ClickUp, Notion, Trello, or other project management tools.
• Excellent calendar management, scheduling, communication, and organisational skills.
• Demonstrated ability to independently solve problems and manage operational challenges.
• Strong proficiency in Google Workspace, Microsoft Office, and modern productivity tools.
• Excellent written and verbal English communication skills.
• High levels of discretion, reliability, professionalism, and attention to detail. Key Personality Traits We Are Looking ForExtreme Ownership: Someone who takes responsibility for results, not just for completing assigned tasks. Proactive Thinking: Someone who anticipates what needs to happen next without waiting for instructions. Strong People Management: Someone who can confidently coordinate, follow up with, and hold multiple stakeholders accountable. Structured & Systematic: Someone who naturally brings order to complexity and creates efficient systems. Solution-Oriented: Someone who presents solutions and recommendations instead of simply escalating every problem. Excellent Judgement: Someone who understands what truly needs the CEO's attention and what can be handled independently. High Execution Ability: Someone who consistently closes tasks, meets deadlines, and ensures nothing is forgotten. What Success Looks LikeWithin the first 90 days, the successful candidate should be able to:
• Take ownership of the CEO's calendar and significantly reduce time spent on unnecessary meetings and administrative tasks.
• Establish a centralised project management system tracking all key priorities, deadlines, and stakeholders.
• Independently coordinate the majority of routine follow-ups and operational requirements.
• Ensure that every important task has a clear owner, deadline, and follow-up mechanism.
• Identify and resolve potential problems before they require the CEO's involvement.
• Provide clear, concise updates so the CEO always knows what is happening without having to chase people for information. The Ultimate GoalThe CEO should not have to remember every task, follow up with every person, manage every problem, or organise every aspect of her schedule. The right candidate will become a trusted extension of the CEO, ensuring that people, projects, and priorities are managed efficiently behind the scenes. We are looking for someone who doesn't just manage the CEO's calendar but actively creates more time for her by taking ownership of everything that doesn't require her direct involvement.

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