Executive Assistant To Founder & Ceo

Job Summary

Pinerium is seeking a highly organized proactive and professional Executive Assistant to Founder & CEO to support executive operations strategic coordination business follow-up and day-to-day management activities.

This role is responsible for managing executive schedules coordinating meetings tracking action items preparing reports facilitating communication across departments and ensuring effective execution of priorities and management decisions.

The ideal candidate will possess exceptional organizational skills strong communication abilities excellent attention to detail and the ability to manage multiple responsibilities in a dynamic and fast-paced business environment.

Key Responsibilities

Executive Office Management

• Manage the Founder & CEO calendar appointments meetings and daily priorities.
  
• Coordinate internal and external meetings presentations and executive engagements.
  
• Organize travel arrangements business logistics and executive schedules when required.
  
• Ensure effective time management and prioritization of executive activities.
  
• Maintain executive records confidential documents and business correspondence.
  

Meeting Coordination & Follow-Up

• Prepare meeting agendas and required supporting materials.
  
• Attend meetings when required and prepare Minutes of Meeting (MoM).
  
• Track action items and ensure timely completion by assigned stakeholders.
  
• Follow up with departments and management teams regarding pending tasks and commitments.
  
• Monitor progress and provide regular status updates to the Founder & CEO.
  

Communication & Executive Support

• Draft professional emails letters reports and executive communications.
  
• Act as a coordination point between the Founder & CEO and internal departments.
  
• Facilitate communication with customers partners vendors and stakeholders when required.
  
• Maintain professionalism confidentiality and business etiquette in all communications.
  
• Support executive decision-making through accurate information gathering and coordination.
  

Reporting & Documentation

• Prepare executive reports summaries dashboards and presentations.
  
• Maintain organized documentation records and executive files.
  
• Support the preparation of management reports and business reviews.
  
• Ensure proper documentation of meetings decisions and follow-up activities.
  
• Assist in developing executive documentation policies and operational procedures.
  

Business Coordination & Administration

• Coordinate activities across departments to ensure alignment with management priorities.
  
• Support recruitment activities interviews and management-related coordination.
  
• Assist in organizing management meetings company events and strategic initiatives.
  
• Monitor administrative and operational activities assigned by management.
  
• Identify follow-up gaps and support continuous improvement initiatives.
  

Requirements

• Bachelors Degree in Business Administration Management Commerce or a related field.
  
• 35 years of experience in Executive Assistance Administration Coordination Operations Support or similar roles.
  
• Excellent organizational and multitasking abilities.
  
• Strong communication and interpersonal skills.
  
• Excellent English communication skills both written and verbal.
  
• Strong attention to detail and follow-up discipline.
  
• Ability to manage multiple priorities and deadlines efficiently.
  
• Proficiency in Microsoft Office applications.
  
• Familiarity with Zoho applications is a plus.
  
• Experience using AI productivity tools such as ChatGPT Copilot or similar platforms is an advantage.
  
• Ability to handle confidential information professionally.
  
• Candidate must have their own laptop.
  
• Must be a non-smoker (all types).
  

Benefits

• Competitive salary and career growth opportunities.
  
• Direct exposure to executive leadership and strategic business operations.
  
• Opportunity to work closely with the Founder & CEO.
  
• Collaborative and professional work environment.
  
• Continuous learning and development opportunities through Pinerium Academy.
  
• Exposure to business management operations recruitment commercial activities and strategic planning.
  
• Career growth path into CEO Office Management Operations Management or Chief of Staff roles.
  

Required Skills:

Pinerium is seeking a highly organized proactive and professional Executive Assistant to Founder & CEO to support executive operations strategic coordination business follow-up and day-to-day management activities. This role is responsible for managing executive schedules coordinating meetings tracking action items preparing reports facilitating communication across departments and ensuring effective execution of priorities and management decisions. The ideal candidate will possess exceptional organizational skills strong communication abilities excellent attention to detail and the ability to manage multiple responsibilities in a dynamic and fast-paced business environment.

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