Job Summary

We are seeking to hire a highly organized, proactive, and strategic Executive Assistant (EA) to the CEO. In this role, you will act as an extension of the CEO’s office providing critical support across business operations, internal alignment, and external stakeholder engagement.

You will need to bring strong organizational and communication skills, excellent judgment, and the ability to operate with discretion and professionalism. Beyond administrative excellence, the ideal candidate will be a proactive problem solver who can anticipate needs, manage complex priorities, and support the CEO in driving the agency’s vision forward.

Key Responsibilities

Executive Support & Coordination

• Manage and maintain the CEO’s calendar, ensuring effective prioritization of meetings and activities.
• Coordinate internal and external meetings, including agenda preparation, minutes, and follow-ups.
• Handle confidential and sensitive information with the highest degree of discretion.
• Organize local and international travel logistics, including flights, accommodation, visas, and itineraries.
• Business & Project Support
• Support the CEO on business operations, projects, and initiatives by tracking progress, preparing reports, and ensuring deadlines are met.
• Serve as a liaison between the CEO and heads of departments to ensure smooth internal workflow and alignment.
• Assist in the preparation of presentations, documents, and briefs for client, board, and internal meetings.

Stakeholder Engagement

• Act as the first point of contact for the CEO’s office — screening communication, handling inquiries, and escalating issues appropriately.
• Build strong working relationships with internal teams, clients, and external partners.
• Uphold a professional and positive image of the agency when engaging with stakeholders.

Office & Team Support

• Oversee office administration tasks such as requisition of supplies, ensuring cleanliness, and supervising office support staff.
• Collaborate with HR on health, safety, and general office compliance matters.

Requirements

• 5+ years’ cumulative experience as an Executive Assistant / Personal Assistant supporting senior leadership, preferably in fast-paced industries (marketing, advertising, communications, consulting, or similar).
• Bachelor’s degree or Higher Diploma in Business Administration, Commerce, or a related field.
• Proven ability to manage complex schedules, projects, and workflows.
• Excellent interpersonal and communication skills — both written and verbal.
• Strong organizational and planning skills with keen attention to detail.
• Proactive and solutions-oriented mindset, with the ability to anticipate needs.
• Experience using productivity tools such as CRM, project management software, and scheduling platforms.
• High levels of professionalism, discretion, and confidentiality.
• Flexible and adaptable to changing priorities and fast-paced environments.

Key Attributes

• Strategic partner mindset: Thinks beyond admin to support business outcomes.
• Proactive & resourceful: Anticipates needs and solves problems independently.
• Professional & composed: Represents the CEO and agency with poise
• ​Detail-oriented & organized: Able to juggle multiple priorities seamlessly