Position: Executive Assistant

Work Hours (Client): 8:30am - 5:30pm UK time (with 1 hr and 2 x 15 mins break)Pay Range: 1,400-1,600USD/month (varies based on skill set and experience level)

Location of Search: South Africa, Philippines

Work Location: REMOTE

Type of Contract: Independent Contractor

Company/Client Overview:

The Company is Ireland’s longest standing and leading provider of Client Relationship Management solutions to the financial broker market.

They are looking for a Personal Assistant (PA) to the CEO who will provide high-level administrative, operational, and coordination support to ensure the smooth and efficient running of the CEO’s day-to-day activities. This role acts as a central point of organisation across executive priorities, internal teams, and external stakeholders.

The PA is trusted with confidential information, complex scheduling, operational follow-ups, and ad-hoc problem solving. The role requires excellent judgement, discretion, adaptability, and the ability to operate autonomously in a fast-paced environment.

Duties and Responsibilities:

Executive & Administrative Support
* Manage the CEO’s calendar, scheduling meetings, calls, and events across multipletime zones
* Coordinate board meetings, management meetings, and ad-hoc leadership sessions
* Prepare agendas, briefing notes, presentations, and meeting materials
* Take minutes and track actions, ensuring follow-ups are completed
* Act as a gatekeeper for the CEO’s time, prioritising requests effectively
Communication, Outreach & Stakeholder Coordination
* Act as a primary point of contact between the CEO and internal teams, partners, clients, and external stakeholders
* Draft, review, and manage professional correspondence on behalf of the CEO
* Support CEO outreach activities, including follow-ups, meeting requests, introductions, and relationship management
Operational & Project Support
* Track key initiatives, deadlines, and deliverables across multiple projects
* Support cross-functional coordination between operations, customer success, engineering, sales, and compliance
* Assist with onboarding/offboarding processes and internal documentation
* Help prepare reports, dashboards, and summaries for leadership review
HR, Compliance & Process Support
* Support HR-related tasks such as documentation, scheduling reviews, and maintaining records
* Assist with compliance-related administration and audit preparation
* Maintain and improve internal processes, templates, and workflows
* Support due diligence, risk assessments and vendor management
Ad-hoc & Strategic Support
* Handle ad-hoc tasks and problem-solving requests as they arise
* Anticipate CEO needs and proactively address issues before they escalate
* Support company events, travel planning, and offsite coordination
Minimum Requirements:

Language requirement: Excellent English Communication Skills

Education: Bachelor's Degree (ideally)

Experience: 3+ years of related experience

The ideal candidate will have proven experience as a Personal Assistant, Executive Assistant, or in a similar senior support role, with a strong track record of supporting senior leadership in a fast-paced environment. They will possess exceptional organisational and time-management skills, excellent written and verbal communication abilities, and a high level of discretion and professionalism when handling confidential information.

The role requires someone who is highly adaptable, able to manage multiple competingpriorities, and comfortable working independently with minimal supervision. Experience in a tech, fintech, or regulated environment is desirable, along with familiarity using productivity and task-management tools such as Google Workspace, Microsoft Office, Trello, orMonday.com. Exposure to compliance documentation, audit preparation, intern or junior staff coordination, and professional use of LinkedIn or executive outreach activities would be a strong advantage.

The successful candidate will be proactive, detail-oriented, solution-focused, and confident taking ownership of tasks to ensure the smooth running of the CEO’s day-to-day activities. The candidate should be dedicated to providing full-time attention to their role.