Executive Assistant to Chief Executive Officer

About the Company:

This business encompasses the expertise of two specialised boutique agencies, working seamlessly as strategic partners to clients in elevating their communication, deepening quality engagement, enhancing learning & development. We are headquartered in Switzerland (Basel) with offices in the United Kingdom (London & Cambridge), Canada (Toronto), and Singapore.

About the Role:

Reporting to the CEO, the Executive Assistant will provide high-level administrative support to the CEO and other leadership team members. The ideal candidate has a passion for delivering high quality service and support to executives. You’ll be proactive, responsive to the CEO’s needs, and ready to step in and support the team when required, demonstrating a hands-on, can-do attitude using administrative best practices, reflecting your strong interpersonal, organizational, administrative, and communications skills. In this role you will also work within multiple time zones and the CEO will travel across Switzerland, the United Kingdom, Canada and Singapore.

Responsibilities:

• High-level Administration Support to the CEO: Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics. Arrange travel and accommodations, liaising between the CEO and the internal teams based on client work. Maintain professionalism and strict confidentiality with all materials.
• Calendar and Schedule Management: Organising and optimising daily, weekly and monthly schedules; managing appointments, meetings and events; prioritising meetings to ensure effective use of the executive’s time.
• Communication Management: Screening and responding to emails, calls and messages; drafting and editing correspondence on behalf of the executive; acting as a gatekeeper and liaison with internal teams and external partners and clients.
• Meeting Coordination: Scheduling and setting agenda for meetings, taking and distributing detailed meeting notes; following up on action items and deadlines.
• Travel Management: Coordinating travel arrangements (flights, hotels, transportation); managing travel itineraries and making adjustments as required; handing visa requirements or travel documents. Provide travel booking support to internal company staff and manage travel awards programs.
• Financial Management: Processing the CEO’s expense reports; tracking and approving invoices.
• Executive-Level Discretion: Maintain strict confidentiality; anticipating the executive’s needs and preferences; acting as a sounding board or trusted advisor for decisions.
• Problem Solving and Crisis Management: Handling last minute changes or emergencies calmly; acting quickly to find solutions and adapt plans; keeping the executive informed of issues and resolutions.
• Office Operations: Serve as the office admin at the London office (location of assignment) and the Cambridge office as needed. Place orders for supplies including IT equipment, verifying receipt of supplies; managing office space or setting up virtual workplaces; coordination with the facilities management team at both locations for support issues.

Skills and experience:

• Flexibility to work irregular hours, including evenings and weekends, as required.
• You have 4-7 years of executive administration experience and a proven track record of supporting senior/C-suite level professionals.
• Native or professional level fluency in English is required; additional professional proficiency in other languages is a plus, especially Mandarin.
• You have strong organisational, written and oral communication skills and are professional and well spoken.
• You have excellent time management skills with a proven ability to meet deadlines, and to organise and coordinate multiple concurrent projects and complex schedules.
• You love and excel at multi-tasking with the ability to function well in a fast-paced and at times stressful environment.
• You have extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• You collaborate, use good judgement and maintain a high level of professionalism.
• You are flexible with the ability to shift focus or direction on a dime and juggle multiple projects at a time.
• Experience in overseeing budgets and expenses
• Proficiency in office productivity tools and an aptitude for learning new software and systems such as Microsoft365, SharePoint, Microsoft Office (Word, Excel, PowerPoint, Outlook), CRM tools, Gsuite and Google, Zoom, etc.

Why Us?

• Flexible work with 3 days a week working in the office.
• Comprehensive training and mentorship program.
• Career development in a fast-growing communication and event agency.
• Collaborative and creative work environment.