About the Role
This is not a conventional Executive Assistant role.
We are looking for a sharp, ambitious professional who wants to grow into a Chief of Staff. You will operate as the right hand to the CEO / MD - managing the rhythm of the business, keeping critical work-streams on track, and ensuring that leadership time is spent where it matters most. From diary management and MoMs to accompanying the Founder to board-level meetings, coordinating team travel, and driving alignment across functions - this role is broad by design.
If you are detail-obsessed, discreet, calm under pressure, and hungry to understand how a business is run from the inside - this role will give you unmatched exposure and a defined path to grow.
Key Responsibilities
Diary & Schedule Management
- Own the Founder/MD's calendar end-to-end - scheduling, prioritising, and protecting time with precision.
- Anticipate scheduling conflicts before they arise and resolve proactively.
- Coordinate across time zones with investors, board members, clients, and internal teams.
- Prepare daily and weekly briefing notes so the MD walks into every commitment fully prepared.
- Gate and filter meeting requests, ensuring only high-value engagements reach the MD's calendar.
Minutes of Meetings (MoM) & Action Tracking
- Attend and document all key leadership, board, and strategic meetings - capturing decisions, action items, and owners with precision.
- Circulate structured MoMs within 24 hours with clear accountability and deadlines.
- Own a living tracker of open action items across all workstreams; follow up relentlessly until closure.
- Flag delayed or at-risk items to the MD proactively, with context and suggested resolutions.
- Workstream Monitoring & Business Rhythm
- Maintain visibility across all active business workstreams - tracking progress, blockers, and milestones on behalf of the MD.
- Prepare weekly and monthly dashboards that give the MD a consolidated view of priorities and business health.
- Drive the operating cadence: weekly team syncs, monthly reviews, quarterly planning - ensuring they happen, are prepared for, and followed up on.
- Partner with department heads to gather updates, surface risks, and ensure cross-functional alignment.
- Identify gaps in execution and proactively flag them - think like a Chief of Staff, not just a scheduler.
Travel Management - Team & Personal
- Handle end-to-end travel logistics for the MD: flights, hotels, ground transport, visas, and itineraries - both domestic and international.
- Accompany the MD or Board Advisor to key meetings, investor events, and conferences as required - acting as a capable on-ground coordinator.
- Manage team travel bookings for offsites, client visits, and events - coordinating across multiple people efficiently.
- Prepare detailed travel packs with itineraries, meeting briefs, contact lists, and logistics notes.
- Handle last-minute changes and disruptions with composure and quick problem-solving.
Stakeholder Liaison & Board Support
- Act as a trusted point of contact between the MD and key stakeholders: board advisors, investors, clients, and senior leadership.
- Prepare briefing documents, presentations, and pre-read materials for board meetings, investor calls, and strategic reviews.
- Represent the MD's office with professionalism and discretion in all interactions.
- Manage follow-ups from board and advisor meetings, ensuring commitments are tracked and delivered.
Team Alignment & Internal Communication
- Drive alignment across teams by communicating priorities, decisions, and updates from the MD's office clearly and promptly.
- Identify misalignment, duplication, or communication gaps across functions and bring them to the MD's attention.
- Support the CEO / MD in preparing internal communications, all-hands materials, and leadership messages.
- Coordinate cross-functional initiatives where multiple teams need to move in sync.
- Build strong working relationships with all department heads and their teams.
Confidentiality & Office of the CEO / MD
- Handle all sensitive business information - financials, personnel matters, negotiations, and strategic plans - with absolute discretion.
- Manage confidential documents and communications with rigorous information hygiene.
- Serve as a trusted custodian of the MD's office, ensuring nothing leaks and no commitments are dropped.
Education & Experience
Bachelor's degree in Business Administration, Management, or a related discipline (Master's/MBA is a plus)
3-7 years of experience as an EA, Business Manager, or in a strategic operations role supporting senior leadership
Prior exposure to a fast-paced startup, consulting firm, or founder-led business is strongly preferred
