Executive Personal Assistant

Role Overview

Executive, Calendar and Communications Management

• Manage the CEO’s calendar, meetings, appointments, and daily schedule across professional and personal commitments.
• Coordinate meetings across locations and time zones, identify conflicts and deadlines, and prepare required information.
• Manage communications, draft correspondence, follow up on actions, and act as a trusted stakeholder contact.

Travel and Logistics

• Coordinate domestic and international business and personal travel, including flights, accommodation, transfers, transportation, and itineraries.
• Research travel and hospitality options and present concise shortlists with considered recommendations.
• Manage bookings, documentation, changes, cancellations, reservations, and last-minute requirements.

Personal Assistance and Day-to-Day Management

• Manage personal bookings, appointments, reservations, purchases, deliveries, errands, and other arrangements.
• Coordinate personal diary commitments alongside business requirements.
• Liaise with household staff, maintenance providers, drivers, suppliers, and service providers.
• Resolve personal administrative matters proactively and follow tasks through to completion.

Research, Administration and Organisation

• Research travel, accommodation, restaurants, services, suppliers, purchases, and other requested areas.
• Manage expenses, receipts, supporting documentation, organised records, and executive information.
• Assist with meetings, events, and executive engagements, and coordinate arrangements with colleagues and external contacts.
• Take ownership of ad hoc projects and identify opportunities to streamline processes and improve efficiency.

Technology and Systems

• Use technology, AI tools, and modern productivity platforms to improve organisation and efficiency.
• Use calendar, communication, travel, document management, and collaboration systems.
• Learn new software and identify tools that simplify recurring tasks and improve productivity.

What Makes You a Great Fit

• Previous Executive Assistant, Personal Assistant, or similar experience supporting a CEO, founder, or senior executive.
• Exceptional organisation, prioritisation, and time-management skills, with strong attention to detail.
• Excellent written and verbal communication skills and confidence managing complex calendars, communications, and international travel.
• Discretion, trustworthiness, proactive judgement, resourcefulness, and independent decision-making.
• Strong research skills and ability to assess options and make considered recommendations.
• Technological confidence, including adoption of new systems, AI, and productivity tools.
• Ability to remain calm and solutions-focused when plans or priorities change at short notice.

Work Arrangement

• The company offers a hybrid work model and flexible working hours.

Schedule

• Reasonable flexibility outside standard working hours may occasionally be required, particularly during CEO travel.

What We Offer

• Competitive remuneration package, work-life balance, half-day birthday leave, referral bonus, and regular team-building and company events.
• Unlimited learning through the Udemy Business partnership.