Executive Assistant

Role:

The Executive Assistant will be a proactive, detail-oriented, and highly organised professional responsible for managing both personal and business-related administrative functions for the CEO. This role is designed to protect the CEO's time, ensure efficient workflows, and anticipate needs before they arise. The Executive Assistant will serve as a gatekeeper, problem-solver, and strategic partner in day-to-day operations.

Key Responsibilities:

1. Executive & Personal Support

• Manage all aspects of the CEO's personal life administration, including travel arrangements, personal purchases, appointments, errands, and lifestyle management.
• Handle business-related administrative tasks such as scheduling, expense tracking, and document preparation.
• Maintain the highest level of confidentiality and discretion.

2. Email & Communication Management

• Monitor, categorise, and respond to personal and business emails using Google Mail.
• Maintain an organised inbox through filing, deleting, and archiving.
• Provide daily email summaries highlighting urgent actions and important updates.
• Liaise with internal and external stakeholders on behalf of the CEO.
• Manage WhatsApp and other instant messaging platforms for time-sensitive communications.

3. Calendar & Time Management

• Plan, coordinate, and maintain a detailed weekly calendar using Google Calendar.
• Prioritise and protect the CEO's time by filtering meeting requests and minimising scheduling conflicts.
• Schedule recurring events, set reminders, and ensure smooth meeting preparation.
• Prepare the CEO for meetings with agendas and materials, and manage follow-up actions to ensure timely completion.

4. Task & Project Coordination

• Organise and track ongoing projects using systems such as Todoist and Google Workspace (Docs, Sheets, Slides).
• Ensure follow-up on key deliverables and deadlines.
• Prepare agendas, take meeting notes, and track action items.
• Create, document, and maintain Standard Operating Procedures (SOPs) to ensure consistency, efficiency, and clarity across recurring tasks and workflows.
• Regularly review and update SOPs to reflect process improvements or changes in tools and priorities.

5. Information & Research Management

• Conduct online research and provide summaries or reports as required.
• Share curated articles, insights, and updates relevant to the CEO's business and personal interests.

6. Document & File Management

• Maintain an orderly and secure digital filing system.
• Prepare, edit, and proofread documents ensuring both content accuracy and visual presentation.

7. Virtual Errands & Logistics

• Manage online orders, reservations, and other digital errands.
• Coordinate with vendors, service providers, and contractors.

Tools & Systems:

• Communication: WhatsApp, Google Mail
• Scheduling: Google Calendar
• Productivity & Project Management: Todoist, Google Docs, Sheets, Slides
• File Management: Google Drive
• Other: Familiarity with modern digital productivity tools (especially AI tools) and willingness to learn new platforms quickly.

Required Skills & Attributes:

• Excellent written and spoken English - able to communicate with clarity and professionalism (Bonus - aware of UK terminology).
• Extremely organised - thrives on structure and processes, with an almost OCD-level attention to detail.
• Time management expertise - skilled in prioritising tasks to meet tight deadlines.
• Fast learner - able to pick up new tools, systems, and workflows quickly.
• Takes initiative - proactive in anticipating needs and solving problems before they escalate.
• Attention to detail - both in content accuracy and presentation quality.
• Discreet and trustworthy - able to handle sensitive personal and business information.
• Process-oriented mindset - capable of creating, documenting, and maintaining Standard Operating Procedures (SOPs) to ensure consistency and efficiency.
• Continuous improvement focus - regularly reviews and refines SOPs to adapt to new tools, priorities, and best practices.

Qualifications & Experience:

• Minimum 3 years of experience as an Executive Assistant, Personal Assistant, or in a similar administrative support role for senior executives.
• Proven track record of managing complex calendars, email inboxes, and multiple priorities simultaneously.
• Experience working with cloud-based tools and remote collaboration platforms.
• Strong background in both personal and professional support roles.

Performance Expectations:

• Deliver consistent, high-quality support with minimal supervision.
• Improve and streamline executive workflows for maximum efficiency.
• Maintain an organised system for email, calendar, SOPs, and project tracking.
• Anticipate needs and execute tasks without repeated instruction.

Additional Information:

Working Days: Monday to Friday

Working Hours: 9:00 am 5:00 pm (UK Time)

Requirement: A laptop