Executive Assistant to the CEO
Overview
We are seeking an experienced Executive Assistant to the CEO & Project Support Coordinator to become a trusted partner to our CEO while also providing project and operational support across leadership development programs and coaching engagements.
This is far more than a traditional administrative role. We are looking for someone who enjoys taking ownership, solving problems, staying one step ahead and helping a growing business operate at its best.
The Role
This position reports directly to the CEO and works closely with the Client Success Manager and program delivery team. The role combines executive support, project coordination, workshop administration and operational support. You will help ensure the CEO remains focused on strategic priorities while supporting the smooth delivery of client programs and coaching engagements.
You will be highly organised, proactive and confident working with senior executives, facilitators and clients. You will thrive in a fast-paced environment where priorities can shift and no two days are the same.
Key Responsibilities
Executive Assistant Support
● Proactively manage the CEO’s calendar, meetings and priorities
● Manage email correspondence and assist with inbox management
● Coordinate internal and external meetings
● Schedule coaching sessions and stakeholder meetings
● Prepare meeting agendas, briefing notes and follow-up actions
● Assist with domestic and international travel arrangements
● Manage key reminders, deadlines and follow-up activities
● Act as a professional point of contact for clients, partners and stakeholders
Project & Program Coordination
● Support the delivery of leadership development programs and coaching engagements
● Coordinate participant communications and program logistics
● Manage workshop scheduling and facilitator coordination
● Track project milestones and deadlines within Asana
● Assist with venue bookings, virtual workshop setup and event administration
● Maintain accurate project records and documentation
● Monitor action items and ensure key stakeholders remain informed
Client & Operations Support
● Assist the Client Success Manager in delivering exceptional client experiences
● Prepare program communications, participant information and supporting documentation
● Coordinate profiling assessments and participant tracking
● Maintain accurate records within Pipedrive and other business systems
● Support invoice preparation and project administration
● Assist with documenting and improving business processes
Presentation & Content Support
● Create and format professional PowerPoint presentations
● Prepare proposals, reports and client-facing documents
● Assist with Canva design tasks and branded collateral
● Proofread presentations, proposals and communications
● Ensure all materials are delivered to a high professional standard
What Success Looks Like
After six months, you will:
● Be a trusted right-hand support person to the CEO
● Confidently manage complex calendars and competing priorities
● Coordinate workshops, coaching engagements and client projects with minimal supervision
● Ensure tasks, deadlines and communications are proactively managed
● Improve operational efficiency through strong organisation and attention to detail
● Contribute positively to the client experience and company culture
Skills & Experience
Essential
● Minimum 3 years’ experience supporting senior leaders, founders or executives
● Executive Assistant experience supporting C-suite or senior leadership
● Excellent written and verbal English communication skills
● Advanced Microsoft Office 365 skills, particularly Outlook, PowerPoint, Word and Excel
● Strong Google Workspace experience
● Outstanding organisational and time management skills
● Experience coordinating projects, events or training programs
● High attention to detail
● Strong stakeholder management and communication skills
● Ability to manage multiple priorities simultaneously
● Confidence working independently in a remote environment
Highly Desirable
● Experience within leadership development, consulting, training or professional services
● Experience using Asana
● Experience using Pipedrive CRM
● Experience with Canva
● Experience coordinating coaching or learning and development programs
● Experience supporting multiple stakeholders across concurrent projects
Personal Attributes
We are looking for someone who:
● Takes ownership and follows through
● Thinks ahead and anticipates needs before being asked
● Is resourceful and solutions-focused
● Enjoys creating order from complexity
● Builds strong relationships with clients and colleagues
● Communicates professionally and confidently
● Maintains discretion and confidentiality
● Thrives in a fast-paced and evolving environment
● Has a strong commitment to quality and excellence
Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet recruiters via the firm’s business contact number or business email address.
