Executive Assistant to Chief Executive Officer

Executive Assistant to CEO and US Client – Dual Role(1) Title: Executive Assistant – CEO AND Client Job SummaryWe are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and operational support to the CEO and senior leadership team. The ideal candidate will be skilled in managing executive calendars, coordinating meetings and travel arrangements, handling confidential information, and ensuring smooth day-to-day executive operations. This role requires exceptional communication, organizational, and multitasking abilities in a fast-paced business environment.Key ResponsibilitiesProvide high-level administrative support to the CEO and senior leadership team.Manage complex calendars, schedule appointments, and coordinate meetings.Arrange and coordinate interviews, executive meetings, and visitor engagements.Monitor and manage executive email communications, prioritizing critical matters and ensuring timely follow-up.Organize domestic and international travel arrangements, including itineraries, accommodations, and logistics.Serve as a point of contact for internal and external stakeholders, ensuring a professional and positive experience.Coordinate with department leaders to ensure business objectives, schedules, and deliverables are achieved.Assist in planning and executing corporate events, meetings, leadership gatherings, and special projects.Prepare, review, and maintain reports, presentations, correspondence, and other executive documentation.Record meeting minutes, track action items, and follow up on commitments and deadlines.Support organizational initiatives, compliance monitoring, and administrative processes as required.Handle highly confidential information with discretion and professionalism.Qualifications and RequirementsProven experience as an Executive Assistant supporting C-level executives or senior leadership.Experience in the BPO, outsourcing, shared services, or corporate environment is an advantage.Excellent verbal and written communication skills, with strong business correspondence abilities.Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and virtual collaboration platforms such as Zoom and Microsoft Teams.Exceptional organizational, time management, and prioritization skills.Strong attention to detail and ability to manage multiple tasks and projects simultaneously.Demonstrated ability to work independently and exercise sound judgment.High level of integrity and discretion when handling sensitive and confidential information.Customer-service oriented with excellent interpersonal and stakeholder management skills.Ability to thrive in a fast-paced, dynamic, and deadline-driven environment.Preferred CompetenciesStrong problem-solving and decision-making skills.Project coordination and event management experience.Ability to anticipate executive needs and proactively address challenges.Excellent follow-through and accountability in completing assignments.Professional demeanor and strong relationship-building skills across all levels of the organization.(2) Admin Assistant to ClientJob SummaryWe are seeking a highly organized, dependable, and proactive Administrative Assistant to provide comprehensive administrative and executive support to a U.S.-based executive and their team. This is a high-trust position that requires professionalism, confidentiality, sound judgment, adaptability, and strong attention to detail.The role is designed to provide consistent executive support while maintaining flexibility to accommodate changing business priorities and schedules. The successful candidate will be expected to work onsite and maintain availability during designated hours that overlap with U.S. business operations.Key ResponsibilitiesProvide day-to-day administrative and executive support to assigned executives and business stakeholders.Manage complex calendars, appointments, meeting schedules, and changes in priorities.Coordinate meetings with internal teams, external partners, and key stakeholders.Arrange and manage business travel, including flight bookings, accommodations, transportation, itineraries, and related logistics.Support evolving project and administrative requirements as business needs arise.Monitor communications, track action items, and ensure timely follow-up on commitments and deadlines.Prepare and edit correspondence, reports, presentations, meeting materials, and other business documents.Assist with expense tracking, invoice processing, receipts, and administrative documentation.Maintain accurate records of schedules, travel arrangements, meetings, and assigned tasks.Coordinate activities across stakeholders operating in different U.S. time zones.Handle sensitive business, financial, travel, and personal information with the highest level of discretion and confidentiality.Perform additional administrative and executive-support functions as required to support operational and business objectives.Work Schedule and AvailabilityThis position supports executives and stakeholders whose workload and priorities may vary from week to week. As such, the role requires flexibility and reliable availability during agreed working hours that overlap with U.S. business operations.The successful candidate must be able to:Adapt to changing priorities and schedules while maintaining responsiveness.Support meetings and business activities during designated overlap periods with U.S. time zones.Provide consistent availability and ownership of assigned administrative responsibilities.Maintain flexibility within established working arrangements to accommodate business requirements.Actual work schedules may vary depending on executive and operational needs.QualificationsProven experience as an Administrative Assistant, Executive Assistant, Personal Assistant, Operations Coordinator, Team Lead, or a similar administrative support role.Experience supporting senior executives, leadership teams, or international clients is highly preferred.Demonstrated professionalism, maturity, and sound judgment when interacting with stakeholders at all levels.Strong calendar management, meeting coordination, and travel-planning skills.Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and related productivity tools.Excellent written and verbal English communication skills.Strong organizational, time-management, and multitasking abilities.Exceptional attention to detail and commitment to accuracy.Ability to work independently, take initiative, and manage competing priorities effectively.High level of integrity and discretion in handling confidential and sensitive information.Flexible and adaptable to changing business requirements and schedules.Preferred CompetenciesExecutive-level stakeholder management.Strong problem-solving and decision-making skills.Ability to anticipate needs and proactively provide solutions.Excellent follow-through and accountability.Capability to thrive in a fast-paced, dynamic, and deadline-driven environment.Strong interpersonal skills and a customer-service-oriented mindset.Company Description GAIC Professional Services Inc. is an outsourcing and consulting services company that supports clients across diverse industries and sectors. As a subsidiary of EEI, it acts as the internal professional services arm, delivering technology-driven solutions to meet evolving business needs. The company focuses on providing efficient, high-quality support services that help organizations optimize operations and processes. Team members collaborate with both internal and external stakeholders, contributing to innovation, service excellence, and sustainable growth.