Executive assistant to chief executive officer

About the Role

This is not a conventional Executive Assistant role.

We are looking for a sharp, ambitious professional who wants to grow into a Chief of Staff. You will operate as the right hand to the CEO / MD - managing the rhythm of the business, keeping critical work-streams on track, and ensuring that leadership time is spent where it matters most. From diary management and Mo Ms to accompanying the Founder to board-level meetings, coordinating team travel, and driving alignment across functions - this role is broad by design.

If you are detail-obsessed, discreet, calm under pressure, and hungry to understand how a business is run from the inside - this role will give you unmatched exposure and a defined path to grow.

Key Responsibilities

Diary & Schedule Management

Own the Founder/MD's calendar end-to-end - scheduling, prioritising, and protecting time with precision. Anticipate scheduling conflicts before they arise and resolve proactively. Coordinate across time zones with investors, board members, clients, and internal teams. Prepare daily and weekly briefing notes so the MD walks into every commitment fully prepared. Gate and filter meeting requests, ensuring only high-value engagements reach the MD's calendar.

Minutes of Meetings (Mo M) & Action Tracking

Attend and document all key leadership, board, and strategic meetings - capturing decisions, action items, and owners with precision. Circulate structured Mo Ms within 24 hours with clear accountability and deadlines. Own a living tracker of open action items across all workstreams; follow up relentlessly until closure. Flag delayed or at-risk items to the MD proactively, with context and suggested resolutions. Workstream Monitoring & Business Rhythm Maintain visibility across all active business workstreams - tracking progress, blockers, and milestones on behalf of the MD. Prepare weekly and monthly dashboards that give the MD a consolidated view of priorities and business health. Drive the operating cadence: weekly team syncs, monthly reviews, quarterly planning - ensuring they happen, are prepared for, and followed up on. Partner with department heads to gather updates, surface risks, and ensure cross-functional alignment. Identify gaps in execution and proactively flag them - think like a Chief of Staff, not just a scheduler.

Travel Management - Team & Personal

Handle end-to-end travel logistics for the MD: flights, hotels, ground transport, visas, and itineraries - both domestic and international. Accompany the MD or Board Advisor to key meetings, investor events, and conferences as required - acting as a capable on-ground coordinator. Manage team travel bookings for offsites, client visits, and events - coordinating across multiple people efficiently. Prepare detailed travel packs with itineraries, meeting briefs, contact lists, and logistics notes. Handle last-minute changes and disruptions with composure and quick problem-solving.

Stakeholder Liaison & Board Support

Act as a trusted point of contact between the MD and key stakeholders: board advisors, investors, clients, and senior leadership. Prepare briefing documents, presentations, and pre-read materials for board meetings, investor calls, and strategic reviews. Represent the MD's office with professionalism and discretion in all interactions. Manage follow-ups from board and advisor meetings, ensuring commitments are tracked and delivered.

Team Alignment & Internal Communication

Drive alignment across teams by communicating priorities, decisions, and updates from the MD's office clearly and promptly. Identify misalignment, duplication, or communication gaps across functions and bring them to the MD's attention. Support the CEO / MD in preparing internal communications, all-hands materials, and leadership messages. Coordinate cross-functional initiatives where multiple teams need to move in sync. Build strong working relationships with all department heads and their teams.

Confidentiality & Office of the CEO / MD

Handle all sensitive business information - financials, personnel matters, negotiations, and strategic plans - with absolute discretion. Manage confidential documents and communications with rigorous information hygiene. Serve as a trusted custodian of the MD's office, ensuring nothing leaks and no commitments are dropped.

Education & Experience

Bachelor's degree in Business Administration, Management, or a related discipline (Master's/MBA is a plus)

3-7 years of experience as an EA, Business Manager, or in a strategic operations role supporting senior leadership

 Prior exposure to a fast-paced startup, consulting firm, or founder-led business is strongly preferred