CEO Office Manager

Responsibilities

Executive Support:

Manage and optimize the CEO’s and Upper Management Executives' calendars, including scheduling meetings, appointments, and travel arrangements.
Act as a gatekeeper, managing incoming communication and prioritizing requests.
Prepare and organize materials for meetings, presentations, and reports.
Draft, proofread, and send out correspondence on behalf of the CEO.
Handle confidential information with discretion and professionalism.

Meeting & Event Coordination

Coordinate logistics for internal and external meetings, including conference calls, video conferences, and in-person engagements.
Prepare agendas, take notes during meetings, and track follow-up action items.
Organize company events, off-sites, and team-building activities as requested by the CEO and Executives.

Travel Coordination

Arrange detailed travel itineraries, including flights, accommodations, and transportation.
Ensure all travel logistics align with the CEO and the Executives schedules and preferences.

Project Support

Assist with the management of special projects, including research, data gathering, and preparing reports or

presentations.

Collaborate with cross-functional teams to ensure alignment and progress on initiatives.
Maintain and update project tracking systems and timelines.

Communication & Relationship Management

Serve as a primary point of contact between the CEO and internal/external stakeholders.
Build and maintain relationships with clients, investors, partners, and other key contacts.
Ensure the CEO’s priorities and communications align with organizational goals.

Administrative Support

Maintain the CEO’s files, records, and documents in an organized manner.
Manage expenses, reimbursements, and invoices related to the CEO’s activities.
Perform ad-hoc administrative tasks as needed to support the CEO and Executives.

Qualifications

Bachelor's degree or equivalent experience in business, finance, or a related field.
5+ years of experience as an Executive Assistant or in a similar role, preferably in a fast-paced or tech-driven environment.
Strong Business Acumen, specifically in Fintech/ App.
Proficiency in English.
Exemplary planning and time management skills.
Up-to-date with advancements in office gadgets and applications.
Ability to multitask and prioritize daily workload.
High-level verbal and written communications skills.
Discretion and confidentiality.
Strong understanding of the fintech industry and/or financial services is highly desirable.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Google Workspace, and other productivity tools.
Excellent organizational skills and the ability to manage multiple tasks simultaneously.
Strong verbal and written communication skills, with the ability to interact with senior executives, investors, and stakeholders.
High level of professionalism, discretion, and the ability to handle sensitive information.
Strong problem-solving skills, attention to detail, and ability to anticipate the CEO’s needs.

Preferred

Experience with CRM systems, project management tools (e.g., Asana, Trello), and video conferencing platforms (e.g., Zoom, Microsoft Teams).

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