Executive Assistant to CEO

Job Description

Looking for a highly adaptable, loyal, and patient Executive Assistant/Personal Assistant (EA/PA) to provide comprehensive support to the Group CEO of a dynamic energy company. This trusted partner will ensure that both professional and personal operations run seamlessly across global locations. Thriving in a fast-paced environment, the ideal candidate will possess exceptional organizational and leadership skills, clear and concise communication abilities, and the flexibility to handle rapidly changing plans. In addition to managing business-related responsibilities, the EA/PA will also provide support to the CEO’s family, demonstrating discretion and reliability.

Key Responsibilities:

Personal Assistant (PA) Duties:

1. Travel & Diary Management:

• Plan and manage the CEO’s complex travel schedule, including flights, accommodations, and itineraries across international time zones.
• Maintain an up-to-date and conflict-free calendar, handling last-minute changes efficiently.
• Organize local transportation and monitor travel days and stays per country.

2. Property Management:

• Oversee the management of properties in London and abroad, coordinating with house managers, a driver, and a housekeeper.
• Monitor task lists, progress, and expenses for household staff, ensuring accurate and timely payroll.
• Handle property-related tasks, including vendor coordination, maintenance, and renovations.

3. Family and Household Support:

• Manage private household maintenance contracts, payments (bills, etc.), and associated accounts.
• Act as the central liaison for household staff, ensuring effective communication and task allocation.

Executive Assistant (EA) Duties:

1. Administrative Support:

• Track and manage important documents, including mortgages, KYC requirements, and car service schedules.
• Maintain accurate and confidential records, correspondence, and sensitive information.

2. Meeting Coordination & Follow-Up:

• Prepare agendas, research, and materials for CEO meetings, ensuring thorough documentation and action-point follow-up.
• Schedule regular check-ins between the CEO and team members to foster collaboration and accountability.

3. Business Support:

• Act as a gatekeeper, prioritizing requests to align with strategic objectives.
• Develop Board materials and presentations for business needs.
• Conduct research and manage media relations or promotional tasks as required.
• Proactively address operational bottlenecks, enabling the CEO to focus on high-value tasks.

General Duties:

• Maintain a comprehensive filing system for both business and personal records.
• Manage the CEO’s official expenditures and claims.
• Draft, type, and dispatch correspondence on behalf of the CEO.
• Liaise with internal and external stakeholders to arrange meetings and prepare agendas.
• Undertake any other tasks as requested by the CEO.

Leadership:

• Oversee and coordinate a global support team, ensuring balanced task distribution and effective communication.
• Provide clear direction and oversight to both the household and professional support teams, promoting smooth operations and accountability.

Qualifications & Skills Required

Experience:

• A minimum of 5+ years of proven experience as an EA/PA supporting senior-level or C-suite executives, preferably in a fast-paced, global environment.
• Experience working within international or multinational private sector organizations, handling tasks across different time zones.
• Strong background in managing properties or coordinating household staff is highly desirable.
• Familiarity with travel programs like One World Alliance and Amex Reward Program is an advantage.

Education & Technical Skills:

• Degree-level education, preferably in Business Studies or a related field.
• Excellent computer literacy with high proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and financial tools like Quicken.
• Excellent typing skills with speed and accuracy.

Skills & Attributes:

• Organizational & Time Management
• Communication
• Leadership & Problem Solving
• Cultural & Emotional Intelligence

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy. Bain and Gray specialise in PA and administration recruitment throughout London.  Typical roles include Team Assistants, Receptionists, PAs, Office Managers and EAs across all industry sectors.

We are a boutique agency and as a result, are unable to respond individually to the large volume of applications. If you are already registered with Bain and Gray, please do not hesitate to contact the consultant you deal with directly.