Job Description:

Executive & Personal Assistant to the Chairman

Job Summary

We are looking for a mature, highly organized, reliable, and discreet Executive & Personal Assistant to the Chairman.

This is a senior, high-trust position that goes beyond traditional secretarial or administrative responsibilities. The successful candidate will manage the Chairman’s professional and personal requirements, coordinate with senior executives and external stakeholders, manage priorities and follow-ups, and ensure that important matters are handled efficiently and confidentially.

The ideal candidate should have excellent communication skills, strong executive presence, sound judgment, and the ability to anticipate requirements proactively.

Key Responsibilities

• Manage the Chairman’s complete calendar, meetings, appointments, schedules, and daily priorities.

• Prepare daily priority and action lists and highlight matters requiring the Chairman’s attention.

• Coordinate and follow up on instructions with VPs, branch managers, senior executives, and other team members until completion.

• Manage emails, correspondence, meeting notes, reminders, pending matters, and follow-ups.

• Arrange and coordinate international business travel, including flights, hotels, visas, transportation, itineraries, and meetings.

• Coordinate the Chairman’s personal appointments, family travel, reservations, invitations, events, and other personal requirements.

• Coordinate directly with senior executives, clients, business associates, hotels, airlines, and other high-level contacts.

• Manage and coordinate the Chairman’s professional and personal social media activities, including LinkedIn, Instagram, and other relevant platforms.

• Work closely with the marketing and social media team to coordinate photographs, videos, posts, and coverage of important business and social activities.

• Review, organize, and prepare content for the Chairman’s approval before publication.

• Maintain a well-organized digital library of photographs, videos, documents, and important records.

• Track pending matters and ensure timely completion through continuous follow-up.

• Handle sensitive business, personal, and family information with the highest level of confidentiality and discretion.

• Anticipate the Chairman’s requirements and proactively arrange necessary support without waiting for instructions.

• Perform other business and personal responsibilities as required by the Chairman.

Candidate Requirements

• 10+ years of relevant experience in Executive Assistance, Personal Assistance, Chairman/CEO Office, or a similar senior support role.

• Previous experience working directly with a Chairman, CEO, Business Owner, Principal, Family Office, or HNW individual is highly preferred.

• Excellent spoken and written English communication skills.

• Mature, professional, confident, and well-presented personality.

• Exceptional organizational, coordination, follow-up, and time-management skills.

• Strong ability to handle confidential and sensitive information with complete discretion and integrity.

• Proactive approach with the ability to anticipate requirements and solve problems independently.

• Comfortable communicating with senior executives, clients, business associates, hotels, airlines, and other high-level stakeholders.

• Experience managing both professional and personal responsibilities is preferred.

• Exposure to social media coordination, photography, video content, or executive communications will be an advantage.

• Willingness and ability to travel whenever required, including international business trips.

• Strong attention to detail and ability to manage multiple priorities in a fast-paced environment.

• Demonstrated career stability and willingness to commit to a long-term position.

Key Attributes

The successful candidate should demonstrate:

Maturity | Trustworthiness | Discretion | Stability | Excellent Communication | Proactive Thinking | Executive Presence | Reliability | Flexibility | Strong Follow-up Skills

Important Note

This position requires someone who can become a trusted professional partner to the Chairman, managing sensitive matters with sound judgment, complete confidentiality, and a high level of responsibility.

Candidates with proven long-term experience supporting a Chairman, CEO, Business Owner, Principal, or HNW individual will be strongly preferred.