Executive Assistant CEO

The Executive Assistant will provide high-level operational and administrative support to the CEO and the CEO Office. This role goes beyond traditional administrative duties, acting as a key partner in managing schedules, communications, and organizational priorities, ensuring that the CEO’s strategic and operational agenda runs smoothly.

The EA will coordinate cross-functional initiatives, prepare briefing materials, and act as a trusted point of contact for internal and external stakeholders. This is an opportunity to work at the heart of a fast-growing, global IT organization, gaining exposure to strategic decision-making while developing operational leadership skills.

Key Responsibilities

Calendar & Scheduling Management

• Manage the CEO’s calendar, schedule, and appointments, ensuring prioritization of critical meetings and commitments.
• Coordinate internal and external meetings, ensuring alignment with strategic priorities.
• Anticipate scheduling conflicts, propose solutions, and proactively manage time for strategic and operational priorities.
• Coordinate with leadership and functional teams to ensure the CEO’s availability aligns with project and organizational deadlines.

Preparation & Documentation

• Prepare, organize, and maintain briefing materials, presentations, and reports for meetings, board updates, and executive reviews.
• Track action items, decisions, and deliverables from leadership meetings, ensuring follow-ups and deadlines are met.
• Document all CEO-level communications, decisions, and initiatives, maintaining clear and structured records for reference and compliance.
• Create and manage a centralized repository of CEO office documents, including meeting notes, strategic plans, project updates, and executive correspondence.
• Ensure that all documentation is accurate, up-to-date, and easily accessible for internal stakeholders while maintaining confidentiality.
• Prepare executive summaries, reports, and briefing notes to enable quick decision-making by the CEO and leadership team.
• Assist in drafting standard operating procedures (SOPs) or workflow documentation for CEO-led initiatives and office processes.

Communication & Stakeholder Management

• Coordinate cross-functional communications and initiatives, ensuring timely follow-ups and accountability.
• Maintain strong relationships with key internal and external stakeholders to support organizational alignment and collaboration.
• Proactively identify potential communication gaps and address them to ensure smooth information flow.

Project & Initiative Support

• Support the planning and execution of CEO Office projects, including strategic initiatives, workshops, and special programs.
• Assist in monitoring progress on key CEO-led projects and provide updates to relevant stakeholders.
• Collaborate with functional teams to ensure timely execution of CEO directives.
• Coordinate resources and schedules for projects to ensure alignment with strategic goals.
• Help identify risks or bottlenecks in initiatives and propose solutions to maintain progress.

Travel & Logistics

• Assist with travel planning and logistics for CEO and leadership engagements.
• Ensure smooth organization of events, meetings, and operational requirements for the CEO Office.
• Support offsite or global meetings, ensuring all logistical and administrative needs are handled in advance.

Organizational Systems & Efficiency

• Maintain organizational systems, files, and documentation for the CEO Office, ensuring efficiency and accessibility.
• Support CEO visibility efforts, including drafting messages, coordinating events, and managing executive communications as directed.
• Continuously improve processes and workflows within the CEO Office for greater efficiency.
• Assist in standardizing reporting, tracking, and documentation to ensure consistent and professional output.
• Monitor and maintain tools, platforms, and systems used by the CEO Office to ensure smooth operations.

Experience & Background

• 3–6 years of experience as an executive assistant or similar role supporting senior leadership.
• Prior experience in a fast-paced, high-growth organization is preferred, ideally in technology, IT services, or professional services.
• Proven ability to manage multiple priorities, stakeholders, and deadlines efficiently.
• Experience preparing reports, presentations, and executive-level communications.
• Strong discretion and professionalism, handling confidential information with care.
• Exposure to cross-functional projects or coordination in multi-location teams is a plus.

Skills & Attributes

• Exceptional organizational, time management, and multitasking abilities.
• Strong communication skills, both written and verbal.
• High emotional intelligence and professional demeanor.
• Detail-oriented and proactive, with strong follow-through on tasks.
• Comfortable working independently and as part of a dynamic team.
• Tech-savvy, proficient with Microsoft Office Suite, collaboration tools, and project management platforms.
• Ability to anticipate the needs of the CEO and the CEO Office proactively.
• Collaborative mindset and adaptability in a fast-evolving environment.

Why Join KIDAN

At KIDAN, you will be at the heart of a fast-growing, ambitious Swiss IT organization, working directly with the CEO and leadership team. This role is not just about administrative support—it’s about being a trusted partner in driving strategic initiatives, shaping the flow of the organization, and ensuring the CEO’s vision is executed with precision.