Executive Assistant to the CEO

The Executive Assistant (EA) to the CEO provides high-level administrative and operational support to ensure the efficient management of the CEO’s office. This role requires exceptional organizational skills, professionalism, and discretion, as well as a proactive approach to anticipating business needs and managing competing priorities. In addition to traditional EA responsibilities, this position will play a key role in supporting business insights and decision-making through the creation of sales reports, competitor analysis, and monthly performance reporting. The EA will work closely with the CEO, senior leadership, and cross-functional teams to ensure timely and accurate delivery of information and seamless coordination across the business. Key Responsibilities Executive Support Provide comprehensive administrative support to the CEO, including calendar management, travel arrangements, correspondence, meeting preparation, and expense management. Manage the flow of information to and from the CEO’s office, ensuring priorities are clearly communicated and deadlines are met. Draft, proofread, and manage confidential documents, presentations, and communications. Coordinate board and executive meetings, including agenda preparation, document collation, and minute-taking where required. Act as a trusted liaison between the CEO and internal/external stakeholders, maintaining a high level of professionalism and confidentiality at all times. Reporting & Analysis Prepare and maintain monthly business performance reports, ensuring accuracy and alignment with organizational KPIs. Compile and analyze sales data to produce clear, actionable insights for executive decision-making. Conduct competitor and market analysis, summarizing key trends, risks, and opportunities. Collaborate with finance, sales, and operations teams to gather and verify data for reporting purposes. Develop dashboards and reporting templates that streamline recurring reporting processes. Strategic & Project Support Assist the CEO with the management and follow-up of strategic initiatives and projects. Research and prepare briefing materials, presentations, and talking points for key meetings, conferences, and events. Support internal communication efforts, helping the CEO cascade key messages across the business. Office & Relationship Management Build and maintain strong relationships with internal stakeholders and external partners. Coordinate special events, leadership meetings, and team activities as required. Support the continuous improvement of office systems and processes to enhance efficiency. Skills and Experience Essential: Minimum 3 years’ experience supporting C-suite executives, preferably within a fast-paced corporate or entrepreneurial environment. Demonstrated ability to handle confidential information with discretion and sound judgment. Strong analytical and data interpretation skills, with proficiency in Excel and HubSpot (e.g., HubSpot is not essential, however highly regarded). Excellent written and verbal communication skills, with meticulous attention to detail. Highly organized, proactive, and capable of managing multiple priorities simultaneously. Strong business acumen and ability to understand and summarize complex information quickly. Desirable: Experience in preparing sales and financial reports or competitor analysis. Familiarity with CRM and sales reporting systems (e.g., Xero, HubSpot). Tertiary qualifications in business, communications, or a related field. Personal Attributes Discreet, trustworthy, and professional in all interactions. Proactive problem-solver who anticipates needs and takes initiative. Adaptable and resilient under pressure. Collaborative team player with a positive and approachable demeanor. Strong alignment with organizational values and mission. Key Performance Indicators (KPIs) Accuracy and timeliness of reports and analysis. Efficiency and effectiveness of CEO support functions. Quality of stakeholder engagement and communication. Proactive management of priorities and deadlines. Contribution to continuous improvement of reporting and administrative processes. #J-18808-Ljbffr