Senior Executive Admin To CEO

JOB SUMMARY
* The Senior Executive Admin is the operational backbone and strategic support to the CEO. Your mission is simple: protect the CEO's time, reduce decision fatigue, and ensure smooth execution across communication, calendar, travel, and administrative operations.
* You will manage the CEO's day-to-day flow - from inbox to travel to meetings - ensuring he stays focused on high-impact priorities such as strategy, partnerships, and brand growth. This role requires judgment, speed, emotional intelligence, and exceptional organizational skills.
WHO YOU ARE: You are a high-performing administrative professional who thrives in fast-paced environments and anticipates needs before they arise. You combine structure with warmth, and you operate with intention, clarity, and professionalism.
KEY RESPONSIBILITIES AND COMPETENCIES
You are required to:
1. Inbox & Communication Management (35%)
* Achieve daily Zero Inbox at 10:00 AM & 5:00 PM.
* Filter, prioritize, and respond to emails on behalf of the CEO with accuracy and warmth.
* Draft messages using templates for events, announcements, follow-ups, and declines.
* Maintain communication clarity with internal teams, partners, and stakeholders.
* Flag urgent matters, track outstanding items, and ensure timely responses.
2. Calendar & Schedule Ownership (30%)
* Design, manage, and protect the CEO's Perfect Week (high-value work > low-value noise).
* Conduct weekly calendar audits (6-week view): reorganize, buffer, and remove unnecessary meetings.
* Prepare briefing notes for all meetings, recordings, and partner discussions.
* Anticipate and resolve schedule conflicts before they occur.
* Ensure the CEO starts 95% of meetings on time with full preparation.
3. Travel & Event Coordination (20%)
* Manage end-to-end travel: flights, hotels, ground transport, visas, and itineraries.
* Create detailed Google Drive Trip Files for every trip.
* Coordinate personal and corporate gifting, RSVPs, guest arrangements, and event schedules.
* Support major events or off-sites through planning, logistics, and communication.
4. Administrative Operations & Project Support (15%)
* Lead weekly Administrative Meetings (3x/week during high-demand periods).
* Maintain the CEO Admin Agenda with action items, follow-ups, and priority reminders.
* Process tasks through ClickUp: update timelines, monitor progress, and push execution.
* Liaise with the house Manager and Finance for purchases, reimbursements, and budget tracking.
* Maintain internal systems, SOPs, and recurring workflows for smooth executive operations.