Business Assistant / Chief of Staff

Job Description

Looking for a highly adaptable, loyal, and patient BA / Chief of Staff to provide comprehensive support to the Group CEO of a dynamic energy company. This trusted partner will ensure that both professional and personal operations run seamlessly across global locations. Thriving in a fast-paced environment, the ideal candidate will possess exceptional organizational and leadership skills, clear and concise communication abilities, and the flexibility to handle rapidly changing plans. In addition to managing business-related responsibilities, the Assistant will also provide support to the CEO’s family, demonstrating discretion and reliability.

Key Responsibilities:

Personal Assistant (PA) Duties:

1. Travel & Diary Management:

• Plan and manage the CEO’s complex travel schedule, including flights, accommodations, and itineraries across international time zones.
• Maintain an up-to-date and conflict-free calendar, handling last-minute changes efficiently.
• Organize local transportation and monitor travel days and stays per country.

• Oversee the management of properties in London, Vallauris, and Mykonos, coordinating with house managers, a driver, and a housekeeper.
• Monitor task lists, progress, and expenses for household staff, ensuring accurate and timely payroll.
• Handle property-related tasks, including vendor coordination, maintenance, and renovations.

• Manage private household maintenance contracts, payments (bills, etc.), and associated accounts.
• Act as the central liaison for household staff, ensuring effective communication and task allocation.

• Track and manage important documents, including mortgages, KYC requirements, and car service schedules.
• Maintain accurate and confidential records, correspondence, and sensitive information.

• Prepare agendas, research, and materials for CEO meetings, ensuring thorough documentation and action-point follow-up.
• Schedule regular check-ins between the CEO and team members to foster collaboration and accountability.

• Act as a gatekeeper, prioritizing requests to align with strategic objectives.
• Develop Board materials and presentations for business needs.
• Conduct research and manage media relations or promotional tasks as required.
• Proactively address operational bottlenecks, enabling the CEO to focus on high-value tasks.

General Duties:

• Maintain a comprehensive filing system for both business and personal records.
• Manage the CEO’s official expenditures and claims.
• Draft, type, and dispatch correspondence on behalf of the CEO.
• Liaise with internal and external stakeholders to arrange meetings and prepare agendas.
• Undertake any other tasks as requested by the CEO.

Leadership:

• Oversee and coordinate a global support team, ensuring balanced task distribution and effective communication.
• Provide clear direction and oversight to both the household and professional support teams, promoting smooth operations and accountability.

Qualifications & Skills Required

Experience:

• A minimum of 5+ years of proven experience as an EA/PA supporting senior-level or C-suite executives, preferably in a fast-paced, global environment.
• Experience working within international or multinational private sector organizations, handling tasks across different time zones.
• Strong background in managing properties or coordinating household staff is highly desirable.
• Familiarity with travel programs like One World Alliance and Amex Reward Program is an advantage.

Education & Technical Skills:

• Degree-level education, preferably in Business Studies or a related field.
• Excellent computer literacy with high proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and financial tools like Quicken.
• Shorthand and excellent typing skills with speed and accuracy.

Skills & Attributes:

Organizational & Time Management:

• Exceptional organizational abilities with a strong attention to detail.
• Proven capability to manage multiple priorities and tight deadlines efficiently.

Communication:

• Outstanding verbal and written communication skills.
• Professional telephone manner with the ability to engage effectively with diverse audiences.

Leadership & Problem Solving:

• Strong interpersonal and leadership skills to manage and coordinate a geographically dispersed team.
• Proactive mindset with excellent problem-solving abilities and resourcefulness.
• High emotional intelligence with cultural sensitivity, especially in multicultural environments.
• Discretion and professionalism when handling confidential matters.

Languages:

Fluency in English is required. A second language, such as Arabic or French, is advantageous.