Executive Office Assistant (PA) at Orchid HR Outsourcing

RESPONSIBILITIES

• Own and continually refine the CEO's schedule across several business areas, sequencing priorities correctly and acting immediately on time-sensitive matters. 
• Oversee the CEO\'s inbox by triaging messages, drafting and sending replies, and escalating items where needed. 
• Serve as the principal point of contact between the CEO and internal teams, external partners, contractors, legal counsel, investors and other stakeholders, keeping communication clear and timely. 
• Coordinate projects across the CEO’s business entities from planning through to delivery, setting milestones and timelines, assigning follow-up actions, and tracking progress against agreed deadlines and budgets.
• Prepare agendas, briefing notes, reports and presentations, record minutes in meetings, and follow up on agreed actions and decisions. 
• Offer professional and personal support to the CEO, treating all sensitive information with complete discretion. 
• Monitor tasks, deadlines and operational deliverables across multiple entities at once, following up proactively to keep work on track. 
• Keep accurate, current records of project progress, open actions and key decisions, and brief the CEO with concise updates. 
• Flag early any item at risk of delay or non-delivery so that competing priorities can be managed. 
• Liaise with contractors, vendors and on-site leads to collect real-time progress updates and pass them to the CEO\'s office. 
• Support procurement by sourcing quotes, comparing suppliers, tracking orders and confirming delivery timelines. 
• Apply AI tools to research, drafting, summarizing, scheduling, documentation and reporting, verifying outputs for accuracy and safeguarding confidential information. 
• Build and maintain task trackers, dashboards and shared workspaces that give the CEO a clear view of priorities and progress. 
• Spot repetitive tasks that could be simplified or automated, and recommend better tools and working methods. 

ADDITIONAL RESPONSIBILITIES

• Provide responsive executive support outside standard working hours when the CEO\'s office requires it. 
• Keep orderly digital and physical filing systems for correspondence, contracts, project documents and operational records. 
• Assist with any other administrative, logistical or operational duties as they arise. 

REQUIREMENTS

• Bachelor's degree in Business Administration, Management or a related field. 
• 4 to 6 years in an Executive Assistant, Personal Assistant or senior administrative support role, ideally supporting a very senior Executive.
• Background in the technology, finance, construction or public relations industries. 
• Working knowledge of AI tools in executive support work.
• Demonstrable experience coordinating projects, including vendor or contractor liaison, procurement follow-up and timeline tracking. 
• Proficiency in Microsoft Office. 
• Strong organizational and multi-tasking skills, with the ability to manage competing priorities across multiple entities without compromising delivery. 
• A high level of accountability, and the ability to follow through independently without reminders. 
• Excellent written and verbal communication, with the ability to engage professionally with diverse stakeholders. 
• Absolute discretion with sensitive and confidential information.