Executive Assistant; Chief of Staff

Position: Executive Assistant (Chief of Staff)
Description

We are seeking a Executive Assistant who thrives in a dynamic, high-growth environment and excels at managing the multifaceted demands of executive-level leadership. This individual will provide strategic and high-touch administrative support to two senior leaders, enabling them to focus on business-critical initiatives by ensuring seamless operations across scheduling, communications, and stakeholder engagement.

This position is much more than calendar management—it requires business acumen, discretion, cross-functional coordination, and high emotional intelligence. You will be a trusted partner and a key contributor to the executives' productivity, organisational alignment, and overall effectiveness.

Your Impact

The Executive Assistant will serve as a trusted partner to the executives, playing an integral role in ensuring their time, energy, and focus are aligned with top business priorities. You will act as a liaison between the executives and internal/external stakeholders and help shape how the executive office functions.

Key Responsibilities

Executive Support & Strategic Calendar Management

Maintain and optimise a dynamic calendar, prioritising meetings, events, and tasks based on business objectives and time sensitivity.
Anticipate scheduling conflicts and proactively resolve them; ensure executives are well-prepared with briefing materials and agendas.
Build weekly and monthly calendar cadences aligned with operational rhythms (e.g., QBRs, board reviews, team meetings, planning cycles).

Meeting Coordination & Communication

Schedule and coordinate internal and external meetings, including leadership team check-ins, customer engagements, board prep, and investor briefings.
Prepare and distribute agendas, talking points, briefing docs, and action logs.
Take accurate and actionable meeting notes when required, and follow up on action items with stakeholders.
Travel & Logistics
Plan and book complex domestic and international travel, including multi-leg itineraries, visa processing, accommodations, transportation, and expense forecasting.
Ensure all travel complies with company policy and maximises productivity on the road.
Maintain a seamless experience while the executive is traveling by coordinating with relevant parties across time zones.

Project Support & Event Management

Provide support for cross-functional initiatives, planning sessions, off-sites, team building, and strategic events.
Own event logistics end-to-end, from venue sourcing to vendor coordination and onsite execution.
Track milestones, deliverables, and budgets for executive-related projects.

Stakeholder Engagement

Act as a liaison and primary point of contact for internal and external stakeholders on behalf of the executive.
Build strong working relationships with employees at all levels, including senior executives, partners, and clients.
Ensure timely, professional, and accurate communication between the executive and others.

Office and Operational Support

Manage inbox priorities as directed, drafting or responding to messages where appropriate.
Process expense reports, reimbursements, and invoices with high accuracy and compliance.
Support documentation management, file organisation, and confidential information handling.

Required Qualifications

2-7 years of experience supporting senior-level executives in a high-growth or enterprise environment, preferably in the tech or software industry.
Exceptional calendar management skills with demonstrated success managing executive time across competing priorities and global time zones.
High proficiency with tools such as Google Workspace (Gmail, Calendar, Docs, Sheets, Slides), Zoom, Slack, and other collaboration platforms.
Strong understanding of business operations, executive decision-making processes, and internal communication dynamics.
Impeccable organisational and time management skills with a strong attention to detail and follow-through.
Strong interpersonal and relationship-building skills with the ability to handle confidential matters and communicate with discretion.
Excellent written and verbal communication skills, including the ability to draft professional emails, prepare…