Executive Assistant
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Job Description
Role Summary
Milele is scaling from a fast-growing trading business to a disciplined systems-led organization with Fortune-500 ambition. The Executive Assistant (EA) to the CEO is the force-multiplier for the chief executive owning the CEOs time priorities and information flow; creating visibility and cadence; and ensuring follow-through on critical decisions.
Key Responsibilities
1) Time & Prioritization
- Own the CEOs calendar travel and daily agenda; protect focus time.
- Apply time ROI triage anti-meeting rules and escalation protocols.
- Ensure pre-reads decision memos and options are ready for each meeting.
- Prepare meeting briefs with objectives context risks and talking points.
- Capture decisions/actions in real time; ensure follow-up completion.
2) Operating Cadence & Program Management
- Run WBR/MBR/QBR with agendas scorecards and concise narratives highlighting deltas risks and asks.
- Track company-wide strategic initiatives (owners dates risks); escalate blockers early.
3) Communications & Stakeholder Management
- Draft internal/external communications on behalf of the CEO (emails memos speeches LinkedIn).
- Prepare board and investor materials; manage logistics and minutes with discretion.
- Represent CEO with investors suppliers and public officials.
- Synthesize ambiguity into 1-page briefs using Pyramid Principle / MECE.
- Maintain live Decisions & Actions Log; ensure downstream alignment.
- Apply professional gatekeeping with judgment and tact.
4) Information Documents & Knowledge Management
- Maintain a single source of truth for CEO files briefs and templates (Teams/SharePoint).
- Standardize and enforce document templates and hygiene.
- Manage access control auditability and confidentiality.
5) Travel Events & Logistics
- Plan complex international travel with cost/risk controls.
- Organize leadership offsites VIP visits and high-stakes meetings end-to-end.
- Provide limited personal support to ensure seamless execution.
6) Automation & Tools (AI First)
- Use Microsoft 365 Teams Power Automate for workflow orchestration.
- Leverage generative AI (ChatGPT Claude Gemini) for summarization drafting and research.
- Build basic dashboards in Excel/Power BI.
Professional Standards
- Availability: On-call across time zones; quick response (15 min working hours 60 min after hours).
- Quality: Zero-defect mindset; double-check all names/numbers; cite sources.
- Writing: Concise decision-oriented executive summaries first; bullet points preferred.
- Professional Presence: Calm under pressure; respectful challenge when needed.
- Client Service: Anticipatory discreet proactive.
- Work Ethic: Comfortable with extended hours as in elite consulting/IB environments.
- Compliance: DA signed background checks cleared anti-bribery and data privacy adherence.
Qualifications What Were Looking For
Education:
- Bachelors degree required (Business Communications Operations or related).
- Masters/MBA preferred.
Experience:
- 6 years supporting C-suite/founders in high-growth or multi-country organizations.
- Demonstrated success implementing executive cadences (OKRs WBR/MBR board packs).
- Proven experience working directly with a UHNWI CEO/Chairman/Founder in a fast-paced high-stakes environment.
Technical Skills:
- Advanced Microsoft 365: Outlook Teams SharePoint Excel (pivots/lookups) PowerPoint.
- Comfortable with workflow tools and dashboards.
- Strong document control and knowledge management habits.
Communication & Leadership:
- Exceptional writing and synthesis skills.
- High EQ mature judgment impeccable discretion.
- Systems thinker focused on leverage and time savings.
Languages:
- Excellent spoken/written English required.
Nice to Have (Differentiators)
- Certifications: CAP (IAAP) PMP (PMI) or equivalent.
- Experience in fundraising investor relations or board governance.
Cultural Fit & Mindset
This role is not for everyone. You will be working directly with a UHNWI CEO/Founderin ahigh-stakes high-velocity environment where expectations are on par with elite consulting investment banking and global leadership offices.
The right candidate will:
- Thrive under pressure and maintain composure even when timelines are tight and stakes are high.
- Be solution-oriented anticipating problems before they arise and proposing clear options with pros/cons.
- Operate with total discretion confidentiality is non-negotiable.
- Embrace direct concise communication and welcome respectful challenge to achieve the best outcome.
- Show extreme ownership if its yours its done to the highest standard without handholding.
- Adapt quickly to changing priorities time zones and last-minute shifts in the CEOs schedule.
- Possess a service mindset without being subservient proactively supporting while protecting priorities.
- Maintain high personal standards in appearance professionalism and ethics at all times.
If youre looking for a comfortable predictable 9-to-5 job this is not the role for you. If you want to operate at the highest level create massive leverage for a top CEO and be trusted with sensitive business-critical matters we want to hear from you.
Employment Type
Full Time
