Well-establish corporate trading company is seeking a highly organized, proactive, and discreet Executive Administrative Assistant to provide comprehensive executive and personal administrative support to the Chief Executive Officer. This role is critical to maximizing the CEO s effectiveness by managing scheduling, communications, logistics, and follow-through across both business and personal priorities. The ideal candidate is detail-oriented, anticipates needs, exercises excellent judgment, and thrives in a fast-paced, high-accountability environment. Hours are Monday - Friday 8:30am - 5:00pm. Salary depends on experience. Company offers a comprehensive benefits package.
Responsibilities:
Calendar & Time Management
Own and manage the CEO s business and personal calendar.
Schedule, coordinate, and confirm internal, external, and personal meetings.
Prioritize time, resolve conflicts, and ensure efficient schedule flow.
Protect focus time and ensure appropriate preparation and travel buffers.
Meeting Coordination & Preparation
Coordinate logistics for meetings, including agendas, materials, and attendees.
Set up video conferences, conference rooms, and meeting links.
Track action items, decisions, and follow-ups to ensure completion.
Follow-Up & Task Management
Track commitments and action items arising from meetings and emails.
Proactively remind, draft, and coordinate follow-ups on behalf of the CEO.
Maintain a running task and priority list.
Email & Communication Support
Assist in managing the CEO s inbox by prioritizing, flagging, and organizing communications.
Draft correspondence and responses for review and approval.
Ensure urgent and important matters are addressed promptly.
Travel Planning & Logistics
Plan and coordinate all travel, including flights, hotels, ground transportation, and itineraries.
Ensure schedules are realistic and aligned with business priorities.
Prepare and maintain detailed travel itineraries.
Business Administration Support
Assist with internal coordination across leadership and teams.
Support special projects, document organization, and light administrative reporting.
Serve as a coordination point between the CEO and internal/external stakeholders.
Personal Administrative Support
Manage personal appointments, commitments, and travel as requested.
Assist with life-administration tasks that impact executive availability and focus.
Always maintain strict confidentiality.
