Senior Executive Assistant Jobs

We are looking for a highly organized and proactive Senior Executive Assistant to support the CEO and executive team with administrative and operational tasks. This role ensures smooth operations across multiple business units by managing schedules, coordinating tasks, supervising remote team members, and handling business and personal duties discreetly. You will be the main contact for the CEO, helping manage their workload, complete tasks, and focus on strategy.

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 details or links.
• Join meetings with the CEO, take notes, and send action lists or task summaries to the team afterward.
• Track emails and follow up on unanswered messages to ensure timely responses and task completion.
• Review and prepare documents, presentations, and simple designs or slides when required.
• Provide regular updates to the CEO and keep clear communication on tasks and priorities.

Team Coordination:

• Serve as the link between the CEO and other virtual assistants, ensuring timely submission of payroll details like timesheets and invoices.
• Collect data from assistants and prepare it for the CEO’s payment processing.
• Communicate with internal teams and external partners to relay instructions and priorities clearly.

Administrative and Personal Tasks:

• Handle tasks such as opening bank accounts, preparing documents for visa applications, 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 delivery.
• Work with the executive driver for pick-ups, deliveries, and transport needs.

Logistics and Recruitment:

• Manage international shipments, including furniture orders and freight forwarding.
• Assist with recruitment by sourcing candidates, setting up interviews, and onboarding new overseas hires.

Required Qualifications:

• At least 5 years of experience as an Executive Assistant or in a similar support role.
• Strong organizational and project coordination skills.
• Excellent verbal and written communication skills.
• High 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 time tracking.
• JustCall for VoIP calls (mainly for US business).
• Executive calendar management and scheduling.
• Task coordination and follow-up.
• Recruitment assistance and onboarding support.
• Travel and logistics coordination.
• Document preparation, presentation support, and basic design work.
• Strong organizational, communication, and multitasking skills.
• Ability to work independently and keep information confidential.

Method of Application:

Interested and qualified candidates should apply through the company’s website.

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