Calendar Management, Communication Skills, English Language, Establish Priorities, Event Management, Executive Assistant Skills , Expense Tracking, Home Economics, Information Technology & Information Systems, Language Interpreter, Laundry, Leadership, Logistics Management, Multitasking, Online Marketing, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project Management Software, Reimbursement, Reporting Skills, Schedule Development, Slack, Travel Planning, Writing Skills
We are hiring on behalf of our client, a fast-growing digital marketing agency, for an Executive Assistant / Personal Assistantto the CEO. These roles go beyond traditional support — it requires someone who can anticipate needs, manage priorities, and operate as a trusted partner to the CEO in a fast-paced, high-performance environment.
The ideal candidates are highly organized, tech-savvy, and capable of handling both structured and unstructured work while maintaining strong judgment and discretion.
Key Responsibilities (for Executive Assistant)
- Act as the primary point of coordination between the CEO and internal/external stakeholders
- Manage complex calendars across multiple time zones and resolve scheduling conflicts
- Own inbox management, prioritization, and drafting communications on behalf of the CEO
- Coordinate meetings, prepare agendas, take notes, and ensure follow-ups are executed
- Plan and manage travel logistics, including last-minute changes
- Support execution of special projects and operational initiatives
- Prepare reports, presentations, and internal communications
- Maintain confidentiality across all executive and business matters
- Proactively identify gaps, inefficiencies, and areas for improvement
Key Responsibilities (for Personal Assistant)
- Household management (coordinating cleaning, laundry, ironing etc.)
- Manage calendars, meetings, travel, and bookings
- Support content and personal brand activities (coordination with editors, photographers, stylists)
- Attend events, dinners, and gatherings alongside the founder, acting as a friendly and professional representative
- Help organize social events such as rooftop yoga, dinners, and biweekly gatherings
- Build and maintain connections in social settings, extending invitations and following up with contacts
- Act as a cultural interpreter and support in international contexts
- Coordinate photo shoots and creative media projects
- Handle expense tracking, reimbursements, and personal requirements
- Keep details running smoothly during events (e.g., managing phone or schedules so the founder can stay present)
Requirements
What We’re Looking For
- 3+ years of experience as an Assistant or similar role supporting senior leadership
- Strong organizational and multitasking abilities in fast-paced environments
- Excellent written and verbal communication skills in English
- High level of discretion and professionalism
- Ability to work independently and make decisions with limited guidance
- Strong problem-solving mindset and ownership attitude
- Comfortable working across time zones and adapting to changing priorities
- Tech-savvy with the ability to quickly learn new tools and systems
Tools & Systems
- Google Workspace (e.g., Gmail, Calendar, Docs, Sheets, Slides)
- Project management tools (e.g., Asana, ClickUp, Trello, Monday)
- Communication tools (Slack, Zoom, Teams)