Executive Assistant & Program Coordinator (Maternity Cover)
About the Role
You will act as the first line of defense for the CEO's time and keep leadership rhythms on track. You will manage the CEO's calendar, triage Slack, email and meeting invites, and coordinate virtual meetings across global time zones. You will handle personal admin tasks for the CEO when required, manage travel logistics and company travel tracking, and coordinate inbound media and interview requests. You will support administrative processes such as KYC documentation and other ad-hoc tasks. You will coordinate board meetings and leadership meeting logistics, prepare agendas and decks, take accurate minutes, publish the weekly Leads Digest, maintain planning cycles and the CEO's weekly PPP, support company events including All Hands and retreats, and upload reports to the research portal.
Requirements
- Prior experience as an Executive Assistant to a high-performing executive
- Familiarity with Notion Google Workspace and Slack
- Proactive and able to work independently
- Detail-oriented with a proactive communication style
- Strong follow-through and ability to manage competing priorities
Responsibilities
- Manage the CEO's calendar and triage incoming requests via Slack email and invites
- Coordinate virtual meetings across global time zones with internal and external stakeholders
- Handle personal administration for the CEO including appointments insurance and logistics
- Manage all travel logistics including flights accommodations itineraries and company travel tracker
- Coordinate inbound media and external interview requests
- Support administrative processes such as KYC documentation and ad-hoc tasks
- Coordinate board meetings including timelines scheduling materials decks and minute taking
- Own coordination of recurring leadership meetings by preparing agendas managing logistics capturing structured notes and tracking actions
- Publish the weekly Leads Digest summarizing leadership updates
- Maintain operational rhythms including PED planning cycles and the CEO's weekly PPP by coordinating timelines updates and follow-ups
- Support execution of company wide and leadership events including All Leads meetings Leads Summits annual retreat and monthly All Hands
- Prepare monthly All Hands end-to-end including agenda skeletal deck content coordination and final reviews
- Upload reports to the research portal