Executive Assistant to CEO & President

Job description

Your mission We are looking for an experienced, highly organized and proactive Executive Assistant to the CEO and President to provide high-level administrative and organizational support. The role requires a strong sense of ownership, excellent attention to detail and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will work closely with the CEO and President, helping them manage their time effectively, stay focused on key priorities and maintain smooth communication with internal and external stakeholders. The ideal candidate is confident, discreet and proactive, with the ability to anticipate needs, solve problems independently and build strong working relationships across the organization. Key Responsibilities Executive & Calendar Management Manage and coordinate complex calendars for the CEO and President. Schedule internal and external meetings, taking into account priorities, deadlines and travel commitments. Proactively identify scheduling conflicts and propose solutions. Prepare daily and weekly schedules and ensure executives have the necessary information ahead of meetings. Coordinate meeting logistics and follow up on actions and commitments. Travel & Logistics Organize domestic and international business travel, including flights, accommodation, transportation and detailed itineraries. Coordinate travel schedules around meetings and business priorities. Manage changes and unexpected situations efficiently and calmly. Support the organization of executive visits, events and business trips. Executive Support & Communication Act as a key point of contact for the CEO and President, both internally and externally. Manage and prioritize incoming requests and correspondence. Draft, format and proofread emails, presentations, reports and other executive materials. Coordinate communication and information flow with senior managers and relevant stakeholders. Handle sensitive and confidential information with a high level of discretion. Meetings & Follow-up Coordinate leadership meetings and other important executive meetings. Prepare agendas, presentations and supporting materials. Take notes when required and ensure follow-up actions are clearly tracked. Maintain visibility over key commitments, deadlines and pending items. Events & Stakeholder Coordination Support the CEO and President in the organization of conferences, corporate events, business dinners and other executive engagements. Coordinate with clients, partners, suppliers and other external stakeholders. Assist in maintaining strong professional relationships with key contacts. Special Projects Support the CEO and President with ad-hoc projects, research and business initiatives. Prepare information and summaries to support decision-making. Coordinate tasks across different teams and ensure deadlines are met. Take ownership of projects and administrative processes from start to finish. Your profile 5–7 years of experience in an Executive Assistant, Personal Assistant or similar executive support role. Previous experience supporting a CEO, President, Managing Director or other senior executive is preferred. Experience in an international, fast-paced or high-growth organization is a plus. Excellent organizational and time-management skills. Strong ability to prioritize and manage multiple competing demands. Excellent attention to detail and strong follow-through. Proactive mindset, with the ability to anticipate needs and take initiative. Strong written and verbal communication skills. Ability to work independently and exercise good judgment. Professional and confident when interacting with senior stakeholders. Strong problem-solving skills and a practical, hands-on approach. High level of discretion and confidentiality. Ability to remain calm and effective under pressure. Comfortable working in an environment where priorities can change quickly. Strong proficiency in Microsoft Office and/or Google Workspace. Good knowledge of PowerPoint and preparation of executive presentations. Comfortable using digital collaboration, calendar, video-conferencing and travel management tools. Willingness and ability to quickly adopt new technologies and tools. Excellent English, both written and spoken.[Additional languages are a plus.] The successful candidate will be: Proactive: anticipates needs rather than simply responding to requests. Organized: able to keep track of multiple priorities and deadlines. Reliable: takes ownership and follows through on commitments. Discreet: understands the importance of confidentiality and trust. Adaptable: comfortable with changing priorities and last-minute requests. Professional: confident and polished when representing senior leadership. Collaborative: able to work effectively with different teams and personalities. Solution-oriented: focuses on finding practical solutions rather than escalating problems.