RESPONSIBILITIES

• Own and continually refine the CEO's schedule across several business areas, sequencing priorities correctly and acting immediately on time-sensitive matters.
• Oversee the CEO\'s inbox by triaging messages, drafting and sending replies, and escalating items where needed.
• Serve as the principal point of contact between the CEO and internal teams, external partners, contractors, legal counsel, investors and other stakeholders, keeping communication clear and timely.
• Coordinate projects across the CEO’s business entities from planning through to delivery, setting milestones and timelines, assigning follow-up actions, and tracking progress against agreed deadlines and budgets.
• Prepare agendas, briefing notes, reports and presentations, record minutes in meetings, and follow up on agreed actions and decisions.
• Offer professional and personal support to the CEO, treating all sensitive information with complete discretion.
• Monitor tasks, deadlines and operational deliverables across multiple entities at once, following up proactively to keep work on track.
• Keep accurate, current records of project progress, open actions and key decisions, and brief the CEO with concise updates.
• Flag early any item at risk of delay or non-delivery so that competing priorities can be managed.
• Liaise with contractors, vendors and on-site leads to collect real-time progress updates and pass them to the CEO\'s office.
• Support procurement by sourcing quotes, comparing suppliers, tracking orders and confirming delivery timelines.
• Apply AI tools to research, drafting, summarizing, scheduling, documentation and reporting, verifying outputs for accuracy and safeguarding confidential information.
• Build and maintain task trackers, dashboards and shared workspaces that give the CEO a clear view of priorities and progress.
• Spot repetitive tasks that could be simplified or automated, and recommend better tools and working methods.

ADDITIONAL RESPONSIBILITIES

• Provide responsive executive support outside standard working hours when the CEO\'s office requires it.
• Keep orderly digital and physical filing systems for correspondence, contracts, project documents and operational records.
• Assist with any other administrative, logistical or operational duties as they arise.

REQUIREMENTS

• Bachelor's degree in Business Administration, Management or a related field.
• 4 to 6 years in an Executive Assistant, Personal Assistant or senior administrative support role, ideally supporting a very senior Executive.
• Background in the technology, finance, construction or public relations industries.
• Working knowledge of AI tools in executive support work.
• Demonstrable experience coordinating projects, including vendor or contractor liaison, procurement follow-up and timeline tracking.
• Proficiency in Microsoft Office.
• Strong organizational and multi-tasking skills, with the ability to manage competing priorities across multiple entities without compromising delivery.
• A high level of accountability, and the ability to follow through independently without reminders.
• Excellent written and verbal communication, with the ability to engage professionally with diverse stakeholders.
• Absolute discretion with sensitive and confidential information.