Senior Executive Assistant Jobs

We are looking for a highly organized and proactive Senior Executive Assistant to provide full administrative and operational support to the CEO and executive team. This role is key to keeping daily operations smooth across multiple business units. You will manage complex schedules, coordinate tasks across teams, supervise deliverables from remote team members, and handle both business and personal tasks with care and discretion. As the main point of contact for the CEO, you will help manage their workload, ensure tasks are completed, and allow focus on strategic goals.

Key Responsibilities

Executive and Operational Support

• Manage complex calendars and agendas for the CEO and leaders of six subsidiary companies, including scheduling, confirming, and rescheduling meetings with accurate details or meeting links.
• Join meetings with the CEO, take notes, and send follow-up action lists or task summaries to the team.
• Track emails and follow up on pending messages to ensure timely responses and task completion.
• Review and prepare documents, presentations, and basic artwork or slides when needed.
• Provide regular updates to the CEO and ensure clear communication on all pending tasks and priorities.

Team Coordination

• Act as the main coordinator between the CEO and other virtual assistants, ensuring payroll inputs like timesheets and invoices are submitted on time.
• Collect data from other assistants before sending it to the CEO for payment processing.
• Communicate with internal teams and external partners as needed, making sure instructions and priorities are clear.

Administrative and Personal Tasks

• Handle tasks such as opening bank accounts, preparing documents for visa applications, and managing renewals for property, vehicle, and health insurance.
• Process personal purchases and track expenses.
• Coordinate ongoing household and office services, like AC maintenance, pest control, and grocery scheduling.
• Work with the executive driver for pick-ups, deliveries, and other transport needs.

Logistics and Recruitment

• Oversee logistics for international shipments, including furniture orders and freight forwarding.
• Support recruitment by sourcing candidates, setting up interviews, and helping with onboarding for overseas hires.

Required Qualifications

• 5+ years of experience as an Executive Assistant or in a similar role
• Strong organizational and project coordination skills
• Excellent verbal and written communication skills
• High level of integrity, initiative, and attention to detail
• Ability to prioritize tasks, meet deadlines, and handle sensitive information
• Comfortable in a fast-paced, dynamic environment
• Familiarity with remote collaboration and productivity tools

Required Skills and Tools

• Google Workspace (Calendar, Mail, Drive), Zoom
• Trello, Notion
• Zoho People
• Time Doctor for timekeeping
• JustCall for VoIP calls (mainly for US business)
• Executive calendar management and scheduling
• Task coordination and follow-through
• Recruitment assistance and onboarding support
• Travel and logistics coordination
• Document preparation, presentation support, and light design work
• Excellent organizational, communication, and multitasking skills
• Ability to work independently and maintain confidentiality