Personal Assistant to Chief Executive Officer

Overview

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to the CEO to serve as a trusted strategic partner to our executive leadership. This role is responsible for managing the CEO's schedule, communications, travel, research, and day-to-day operational priorities while ensuring seamless executive support.

The ideal candidate is resourceful, adaptable, and capable of anticipating executive needs in a fast-paced environment. This position requires exceptional organizational and communication skills, sound judgment, professionalism, and the highest level of confidentiality and discretion.

Responsibilities

• Serve as the first point of contact for the CEO by screening emails, phone calls, and visitors, while drafting professional correspondence on the CEO's behalf.
• Act as a liaison between the CEO and internal and external stakeholders to facilitate effective communication and collaboration.
• Manage the CEO's calendar by prioritizing meetings, appointments, and commitments using Google Workspace and related productivity tools.
• Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, itineraries, and travel documentation.
• Prepare reports, presentations, executive briefs, and meeting materials for board meetings, leadership updates, and strategic initiatives.
• Conduct research, compile information, and provide insights to support executive decision-making.
• Coordinate multiple projects simultaneously, monitor deadlines, and ensure timely completion of deliverables.
• Organize executive meetings, company events, conferences, and other business functions from planning through execution.
• Handle administrative responsibilities, including document management, proofreading, transcription, bookkeeping (QuickBooks), expense reporting, and maintaining organized records.
• Maintain the highest level of confidentiality and discretion when handling sensitive business and personal information.
• Provide personal assistant support to the CEO as required, including personal scheduling, confidential errands, and other executive support tasks.

Qualifications

• 2–3 years of proven experience as a Personal Assistant, Executive Assistant, or in a similar role supporting C-level executives.
• Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Experience managing budgets, expense reporting, or financial tracking.
• Experience improving workflows, documentation, or internal business processes.
• Strong client-facing experience, including coordinating executive meetings, site visits, and stakeholder communications.
• Billingual in English and Spanish.
• Exceptional organizational, time management, and multitasking abilities with strong attention to detail.
• Proficiency in Microsoft Office, Google Workspace, QuickBooks, and other digital communication and productivity tools.
• A proactive mindset with the ability to learn quickly, take initiative, and solve problems independently.
• Ability to exercise sound judgment while maintaining absolute confidentiality and professionalism.

Why Join Us?

This is an exciting opportunity to work directly alongside our CEO and contribute to the success of a growing organization. You'll gain valuable exposure to executive-level decision-making, strategic initiatives, and cross-functional operations while making a meaningful impact through your organizational, communication, and problem-solving skills. If you thrive in a fast-paced environment and enjoy supporting leadership at the highest level, we'd love to hear from you.

Compensation Structure

This position is compensated on a fixed salary basis and aligned with our Grade 1 Exempt Professional pay band. Initial placement within the band will be determined based on the successful candidate's experience, qualifications, operational background, and local market alignment.