Assistant Executive to chief of Staff

KEY RESPONSIBILITIES

• Manage the Chief of Staff's calendar, meetings, appointments, and daily schedule.

• Coordinate internal and external meetings, including invites, agendas, logistics, and follow-ups.

• Prepare meeting briefs, presentations, reports, documents, and other materials required by the Chief of Staff.

• Track action items and follow up with relevant stakeholders to ensure timely closure.

• Coordinate with leadership and cross-functional teams on priorities, meetings, and business requirements.

• Handle professional communication, correspondence, and follow-ups on behalf of the Chief of Staff.

• Maintain organized records, files, trackers, and confidential documents.

• Support travel planning, itineraries, bookings, and other official logistics.

• Assist with planning leadership meetings, reviews, events, and key organizational activities.

• Prepare meeting minutes and circulate action points to relevant stakeholders.

• Monitor deadlines, commitments, and priority tasks and proactively flag pending items.

• Support the Chief of Staff in coordinating special projects and cross-functional initiatives.

• Collect information and prepare summaries or MIS reports for leadership review.

• Maintain a high level of confidentiality while handling sensitive business and leadership information.

• Perform other coordination and administrative responsibilities assigned by the Chief of Staff

REQUIREMENTS

• Bachelor's degree in Business Administration, Management, Communications, or a related field.

• 2+ years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar coordination role.

• Prior experience supporting senior leadership or working closely with business/leadership teams is preferred.

• Strong calendar management, meeting coordination, and administrative skills.

• Excellent written and verbal communication skills.

• Strong organizational skills with the ability to manage multiple priorities simultaneously.

• Proficiency in MS Office/Google Workspace, including Excel/Google Sheets and PowerPoint/Google Slides.

• Strong follow-up, documentation, and stakeholder coordination skills.

• High level of discretion and ability to handle confidential information.

• Experience in a startup, high-growth organization, mobility, logistics, or operations-driven environment is an advantage

Preferred Candidate Profile

• Highly organized, proactive, and dependable.

• Strong attention to detail and excellent follow-up skills.

• Comfortable managing multiple priorities in a fast-paced environment.

• Professional and confident when interacting with senior stakeholders.

• Strong written and verbal communication skills.

• Discreet and trustworthy while handling confidential information.

• Adaptable and willing to take ownership beyond routine administrative tasks.