EXECUTIVE ASSISTANT TO THE CEO

The Executive Assistant to the CEO is a newly established position within Gizmos and Gadgets Group of Companies, created to provide dedicated administrative, organizational, and coordination support to the Chief Executive Officer.

As this is a new role, the successful candidate will work closely with the CEO to understand his working style, priorities, communication preferences, and business needs, while gradually developing systems and routines that improve the organization and efficiency of the CEO's day-to-day activities.

The Executive Assistant will help the CEO stay focused on high-priority business matters by managing schedules, organizing information, coordinating meetings, tracking follow-ups, preparing documents, and ensuring that important commitments do not get overlooked.

This is a high-trust, relationship-driven position. The successful candidate must be comfortable learning, asking appropriate questions, exercising good judgment, and taking initiative while recognizing that the role and level of support will develop as the working relationship with the CEO grows.

The ideal candidate is not someone who simply waits for instructions. The Executive Assistant should gradually become someone who understands the CEO's priorities, anticipates routine needs, identifies administrative gaps, and helps create order around a fast-moving executive environment.

•     Bachelor's Degree in Business Administration, Management, Communications, Office Administration, or a related field preferred

•     3–5 years of relevant professional experience in Executive Assistant, Personal Assistant, Administrative Officer, Office Manager, or similar roles

•     Previous experience supporting a senior executive is an advantage but is not mandatory if the candidate demonstrates strong organizational and professional capabilities

•     Strong written and verbal English communication skills

•     Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook

•     Comfortable working with digital calendars, task management platforms, online meetings, and cloud-based document systems

•     Strong ability to organize information and manage multiple priorities

Establish and Organize the CEO's Administrative System

•     Work closely with the CEO during the initial period to understand his preferred way of working, communication style, priorities, and routines

•     Establish practical systems for managing the CEO's calendar, appointments, meetings, documents, reminders, and follow-ups

•     Help create an organized structure for information and documents required by the CEO

•     Maintain a reliable system for tracking important commitments, deadlines, and pending matters

•     Continuously improve these systems based on the CEO's evolving needs

2. Calendar & Schedule Management

•     Manage the CEO's calendar, appointments, meetings, and commitments

•     Coordinate meetings while considering the CEO's priorities and availability

•     Identify scheduling conflicts and recommend practical solutions

•     Provide reminders and relevant information ahead of important appointments and meetings

•     Help the CEO maintain an organized and realistic schedule

•     Protect the CEO's time by appropriately organizing incoming meeting and appointment requests

3. Meeting Coordination & Follow-Up

•     Coordinate internal and external meetings involving the CEO

•     Prepare agendas, documents, presentations, reports, or other materials required for meetings

•     Ensure the CEO receives relevant information in advance

•     Take meeting notes when required

•     Maintain a clear record of decisions, action items, responsibilities, and deadlines

•     Follow up with responsible persons on outstanding action items

•     Escalate overdue or important matters to the CEO

4. Executive Communication Support

•     Organize emails, messages, correspondence, and other communications requiring the CEO's attention

•     Assist in prioritizing communications based on urgency and importance

•     Draft and proofread letters, memos, announcements, presentations, and other business correspondence

•     Coordinate responses on behalf of the CEO when authorized

•     Ensure communication from the CEO's office is professional, clear, and timely

5. CEO Task & Follow-Up Management

•     Maintain a centralized list of tasks, requests, decisions, and commitments assigned by or involving the CEO

•     Monitor deadlines and follow up with relevant employees or departments

•     Provide the CEO with updates on outstanding matters

•     Identify tasks that are delayed, unclear, or requiring additional attention

•     Ensure important instructions and decisions are properly communicated to the appropriate individuals

•     Keep matters moving forward without unnecessarily requiring the CEO to repeatedly follow up

6. Information Preparation & Business Support

•     Gather information and reports requested by the CEO from various departments

•     Organize information into concise summaries for easier review

•     Assist with preparing presentations, reports, spreadsheets, and briefing materials

•     Conduct basic research and fact-finding as assigned

•     Help the CEO prepare for meetings by ensuring relevant information is available and organized

•     Assist with special projects and business initiatives assigned by the CEO

7. Coordination Across Departments

•     Serve as a coordination point between the CEO and department heads, managers, and other employees when authorized

•     Follow up on requests or information needed by the CEO

•     Help ensure that important CEO directives are communicated to the appropriate department

•     Monitor the progress of matters delegated by the CEO and provide updates

•     Maintain professional relationships while respecting departmental authority and reporting structures

Important: The Executive Assistant does not replace department managers or assume their decision-making authority. The role is responsible for coordination, follow-up, organization, and communication, while operational decisions remain with the appropriate managers and executives.

8. Document & Confidential Information Management

•     Maintain organized records of CEO-related documents, correspondence, reports, and other important information

•     Ensure confidential documents are securely stored and appropriately handled

•     Maintain strict confidentiality regarding employee matters, financial information, business plans, management discussions, and other sensitive Company information

•     Ensure important documents can be located quickly when needed by the CEO

9. Travel & Event Coordination

•     Assist with planning and coordinating the CEO's business travel

•     Organize itineraries, transportation, accommodation, meetings, and related arrangements

•     Prepare relevant documents and schedules for business trips

•     Assist with executive meetings, business functions, and Company events as required

10. Proactive Executive Support

As the Executive Assistant becomes familiar with the CEO's working style, the role is expected to progressively take greater ownership of routine executive support.

This includes:

•     Anticipating routine administrative needs

•     Providing timely reminders about important commitments

•     Identifying scheduling conflicts or potential issues before they occur

•     Preparing information the CEO is likely to need for upcoming meetings or decisions

•     Suggesting improvements to the CEO's administrative workflow

•     Reducing unnecessary administrative interruptions

•     Ensuring agreed actions and commitments are followed through

The Executive Assistant is expected to develop this level of support gradually, based on trust, experience, and demonstrated understanding of the CEO's expectations.

•     Other duties and responsibilities that may be assigned from time-to-time