Executive Assistant to the CEO

Role Overview A key position providing comprehensive support to the CEO across executive priorities and selected personal matters. The role requires a proactive, organised and digitally confident professional who can operate effectively in a fast-paced environment while leveraging Artificial Intelligence (AI), automation and AI-powered agents to enhance productivity, streamline workflows and improve efficiency. Beyond traditional executive assistance, the successful candidate will be expected to identify opportunities for AI implementation, build and configure AI agents, and automate repetitive tasks and multi-step workflows. Core Responsibilities Executive Support • Manage the CEO’s complex calendar, meetings, priorities and schedule. • Coordinate with internal and external stakeholders and ensure timely follow-up on actions and commitments. • Anticipate upcoming requirements, identify conflicts and proactively resolve scheduling and coordination issues. • Prepare meeting materials, briefings, correspondence and executive communications as required. • Track key actions, deadlines and decisions, ensuring matters are followed through to completion. • Coordinate business travel, itineraries and associated logistics. • Exercise sound judgement in determining what requires the CEO’s attention and what can be resolved independently. • Handle sensitive and confidential information with a high degree of discretion and accuracy. AI, Automation & AI Agent Development • Build, configure and implement AI agents to support executive operations, research, scheduling, task management and administrative workflows. • Develop AI-powered solutions that automate repetitive tasks, streamline processes and reduce manual intervention. • Integrate AI tools with relevant business applications to improve information management, communication and workflow efficiency. • Implement AI-assisted solutions for meeting preparation, minutes, action tracking, document creation, research and reporting. • Identify opportunities to apply AI to everyday business challenges and translate them into practical, measurable improvements. • Test, refine and maintain AI agents and automated workflows to ensure reliability, accuracy and effectiveness. • Stay updated on emerging AI technologies, agent-building platforms and automation tools. • Apply appropriate data privacy, security and human oversight when using AI, particularly when handling confidential information. Personal Support • Provide discreet and efficient support with selected personal matters, appointments, travel and day-to-day logistics. • Coordinate personal schedules, bookings, arrangements and other practical requirements. • Anticipate needs and resolve routine matters independently where appropriate. • Learn and consistently apply the CEO’s preferences and ways of working. • Use appropriate digital tools and automation to simplify scheduling and personal administration. • Maintain professional boundaries and strict confidentiality at all times. Requirements • 7+ years of proven experience in an Executive Assistant, Executive Coordinator or similar role, including direct support to a CEO or other C-level executive. • Hands-on experience building or configuring AI agents, beyond basic use of ChatGPT or other AI assistants. • Practical understanding of AI tools, large language models (LLMs), workflow automation and application integrations. • Ability to design automated workflows and connect applications using integrations, APIs, or no-code/low-code platforms. • Experience coordinating with senior internal and external stakeholders such as board members, investors, owners, or high-profile clients. • Mid-level English proficiency. • Experience with platforms such as n8n, Make, Zapier or comparable AI and automation tools is an advantage. • Prior real estate or property management experience is an advantage.

7+ years of proven experience in an Executive Assistant, Executive Coordinator or similar role, including direct support to a CEO or other C-level executive. Hands-on experience building or configuring AI agents, beyond basic use of ChatGPT or other AI assistants. Practical understanding of AI tools, large language models (LLMs), workflow automation and application integrations. Ability to design automated workflows and connect applications using integrations, APIs, or no-code/low-code platforms. Experience coordinating with senior internal and external stakeholders such as board members, investors, owners, or high-profile clients. Mid-level English proficiency. Experience with platforms such as n8n, Make, Zapier or comparable AI and automation tools is an advantage. Prior real estate or property management experience is an advantage.

Executive Support: Manage the CEO’s complex calendar, meetings, priorities and schedule; Coordinate with internal and external stakeholders and ensure timely follow-up on actions and commitments; Anticipate upcoming requirements, identify conflicts and proactively resolve scheduling and coordination issues; Prepare meeting materials, briefings, correspondence and executive communications as required; Track key actions, deadlines and decisions, ensuring matters are followed through to completion; Coordinate business travel, itineraries and associated logistics; Exercise sound judgement in determining what requires the CEO’s attention and what can be resolved independently; Handle sensitive and confidential information with a high degree of discretion and accuracy. AI, Automation & AI Agent Development: Build, configure and implement AI agents to support executive operations, research, scheduling, task management and administrative workflows; Develop AI-powered solutions that automate repetitive tasks, streamline processes and reduce manual intervention; Integrate AI tools with relevant business applications to improve information management, communication and workflow efficiency; Implement AI-assisted solutions for meeting preparation, minutes, action tracking, document creation, research and reporting; Identify opportunities to apply AI to everyday business challenges and translate them into practical, measurable improvements; Test, refine and maintain AI agents and automated workflows to ensure reliability, accuracy and effectiveness; Stay updated on emerging AI technologies, agent-building platforms and automation tools; Apply appropriate data privacy, security and human oversight when using AI, particularly when handling confidential information. Personal Support: Provide discreet and efficient support with selected personal matters, appointments, travel and day-to-day logistics; Coordinate personal schedules, bookings, arrangements and other practical requirements; Anticipate needs and resolve routine matters independently where appropriate; Learn and consistently apply the CEO’s preferences and ways of working; Use appropriate digital tools and automation to simplify scheduling and personal administration; Maintain professional boundaries and strict confidentiality at all times.