CEO Personal Assistant
Job Summary
Hiredly X is seeking a dedicated Personal Assistant to the CEO to provide high-level executive support, calendar management, and operational coordination. The ideal candidate will possess extensive experience supporting C-level executives, particularly within technology-driven industries. This role requires exceptional communication skills in English and Mandarin, strict confidentiality, and the ability to manage complex travel and stakeholder relations.
Responsibilities
- Manage CEO's daily schedule, appointments, and calendar.
- Act as the primary point of contact for internal and external stakeholders.
- Prepare briefing notes, reports, meeting materials, and agendas.
- Plan and manage domestic and international travel arrangements.
- Handle sensitive company information with high confidentiality.
Required Skills
- Minimum 5 years of executive support experience.
- Experience in IT or technology industries preferred.
- Proficiency in Microsoft Office, Google Workspace, and scheduling tools.
- Excellent communication skills in English and Mandarin.
- Strong organizational, multitasking, and time management skills.
Job Details
1. Executive & Calendar Management Manage the CEO’s daily schedule, appointments, meetings, and commitments with accuracy and foresight. Anticipate scheduling conflicts and proactively resolve them based on business priorities. Optimize the CEO’s time by prioritizing strategic, operational, and high-impact engagements. Prepare and maintain an organized daily briefing for the CEO when required. 2. Communication & Coordination Act as the first point of contact for internal and external stakeholders on behalf of the CEO. Screen, manage, and prioritize incoming emails, messages, and requests. Coordinate with internal departments to ensure timely completion of CEO-directed tasks. Follow up consistently to ensure accountability and completion of assigned action items. 3. Business & Operational Support Prepare briefing notes, reports, meeting materials, and agendas for CEO-level discussions. Track action items, deadlines, and key decisions arising from meetings. Support cross-functional coordination with Business Development, Operations, Finance, and Technical teams. Assist in consolidating information required for decision-making and strategic discussions. 4. Travel, Events & Representation Plan and manage domestic and international travel arrangements, including itineraries, logistics, and contingency plans. Ensure seamless coordination of travel schedules aligned with business priorities. Attend business meetings, corporate functions, networking sessions, and social events with the CEO when required. Represent the CEO or the company at selected events when the CEO is unavailable, ensuring professionalism and accurate representation. Support relationship management during events by maintaining effective communication and professional presence. 5. Confidentiality & Discretion Handle sensitive company, financial, operational, and strategic information with the highest level of confidentiality. Exercise sound judgment in managing information flow and stakeholder communications. Maintain professionalism, discretion, and integrity when handling confidential matters. Requirements Minimum 5 years of experience as a Personal Assistant, Executive Assistant, or providing executive support to C-level executives. Prior experience in IT, IT infrastructure, or technology-driven industries is strongly preferred. Strong organizational, multitasking, and time management skills. High level of professionalism, maturity, and discretion. Proficiency in Microsoft Office, Google Workspace, scheduling tools, and collaboration platforms. Excellent communication skills in English and Mandarin. Ability to work effectively in a fast-paced and high-pressure executive environment. Strong sense of ownership and accountability. Proactive mindset with the ability to anticipate needs and work independently. Possess own transportation and be willing to travel when required.