Job Overview: 

We are seeking a top-tier Executive Assistant to support the CEO of a fast-paced, growth-focused company. This role requires exceptional organizational skills, sharp attention to detail, and the ability to manage evolving priorities with professionalism and discretion. As a trusted partner to the CEO, you will oversee key functions such as calendar and inbox management, travel coordination, meeting preparation, project tracking, and communication with both internal and external stakeholders. The ideal candidate is tech-savvy, proactive, an outstanding communicator, and has a strong track record of supporting C-level executives. This is a pivotal role that ensures operational efficiency at the highest level and enables the CEO to stay focused on strategic initiatives.

Key Responsibilities:

• Administrative Support
• Manage complex calendars, coordinate meetings across multiple time zones, and ensure optimal scheduling.
• Handle email correspondence and follow-ups on behalf of the executive, maintaining professionalism and confidentiality.
• Prepare meeting materials, agendas, and summaries; track action items and deadlines.
• Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and logistics.
• Lead & Client Management: pre-qualifying leads, scheduling calls, managing calendars, reminders, and pre/post-call follow-ups
• Travel Administration: booking flights, hotels, and managing logistics for you and your partner.

Operations & Project Coordination

• Assist with project tracking, documentation, and communication across departments.
• Support preparation of investor, client, or partner presentations and reports.
• Help coordinate vendor relationships, invoices, and expense tracking.
• Manage onboarding and coordination for outsourced and offshore team members.

Communication & Liaison

• Serve as the first point of contact between the executive and internal/external parties.
• Draft and edit professional correspondence, memos, and documents.
• Confidentiality & Discretion
• Handle sensitive information with integrity, exercising sound judgment at all times.
• Ensure compliance with company policies and data security protocols.

Qualifications:

• Bachelor’s degree preferred, or equivalent professional experience
• Minimum of 2 years supporting C-level or senior executives, ideally within finance, private equity, or real estate
• Exceptional written and verbal communication skills
• Proficiency in Microsoft Office Suite, Google Workspace, and CRM platforms such as HubSpot or Salesforce
• Highly organized with strong multitasking abilities; thrives in fast-paced environments
• High emotional intelligence, professionalism, and discretion
• Experience in a boutique financial or investment firm (preferred)
• Ability to anticipate needs and take initiative independently
• Excellent judgment and problem-solving skills
• Calm under pressure, with a positive and solutions-oriented attitude

Note: An NBI or police clearance will be required upon acceptance of the job offer.