Executive Assistant & Operations Coordinator for CEO

About the role

We are seeking a proactive Executive Assistant / Operations Coordinator to support our CEO and leadership team. This role blends high‑level administrative duties with operational oversight, ensuring smooth day‑to‑day business flow in a fast‑growing environment.

Key responsibilities

• Manage complex executive calendars, schedule meetings, and coordinate travel logistics.
• Prepare agendas, take meeting notes, and follow up on action items.
• Support contracts, proposals, invoices, onboarding documents, and track key deadlines.
• Maintain internal systems, SOPs, and digital workflows; assist with project management across initiatives.
• Serve as the primary point of contact on behalf of the CEO for clients and partners, ensuring timely and professional communication.
• Coordinate event logistics, sponsor deliverables, speaking engagements, podcasts, and post‑event follow‑ups.
• Provide personal assistance, including personal travel, vendor coordination, and ad‑hoc virtual tasks.

Required profile

• Minimum 3 years experience as an Executive Assistant, Operations Coordinator, Chief of Staff, or similar role.
• Exceptional organizational and communication abilities with strong attention to detail.
• Ability to juggle multiple priorities in a fast‑paced startup or entrepreneurial setting.
• High emotional intelligence, sound judgment, and discretion with confidential information.
• Tech‑savvy and quick to adopt new tools.

Required skills

• Google Workspace
• Notion
• Slack
• HubSpot
• Canva
• AI tools