Executive Secretary to CEO

About the role

We are seeking a highly organized Executive Secretary to support our CEO in a fast‑paced, global environment. The role combines strategic calendar management, communication filtering, and operational coordination to ensure the executive’s time is maximized and business initiatives stay on track.

Key responsibilities

• Strategically manage the CEO’s calendar, prioritising tasks, resolving conflicts and optimizing energy flow.
• Filter incoming communications, summarise key points and escalate only critical matters.
• Run end‑to‑end meeting workflows: preparation, documentation, follow‑ups and outcome tracking.
• Develop and maintain structured systems that improve operational clarity across business units.
• Track strategic initiatives via live dashboards and ensure timely delivery of deliverables.
• Monitor deadlines, send proactive reminders and escalate delays to maintain accountability.
• Prepare concise, data‑driven decision materials for executive action.
• Draft, edit and refine communications in the executive’s voice.
• Liaise with internal and external stakeholders while preserving message integrity.
• Synthesise complex information into clear, actionable summaries.
• Coordinate selective personal logistics (travel, appointments) with strict confidentiality.

Required profile

• Minimum 7 years of experience supporting senior executives in complex, fast‑paced settings.
• Proven record of improving executive productivity by at least 25 % through systems and prioritisation.
• Exceptional written and verbal English communication skills.
• Ability to work independently with high confidentiality standards.
• MBA from a recognised institution.
• Experience in BPO, technology or service‑based organisations and exposure to international business.
• Background in executive leadership, strategy or operations management.

Required skills

• Hands‑on experience with Notion.
• Hands‑on experience with ClickUp.
• Hands‑on experience with Asana.
• Hands‑on experience with Airtable.