Executive Assistant to CEO

Our client is an online gaming company and they're looking for a Executive Assistant in Hong Kong to support their CEO's business calendar.

Working Location : Hong Kong (Remote)

Reporting Line: CEO

Business Travel: 25% ~30% in Asia

EAs perform a variety of tasks, including: 

1. Managing CEO's Schedule & CalendarExecutive assistants organize all the details of the CEOs jam-packed schedule to make every minute count. They make sure the CEO starts the day with a clear plan and ends it with a sense of accomplishment. They diplomatically handle requests, shuffle things around when necessary, and find creative solutions to accommodate as many commitments as possible.But it's not just about filling up the calendar with endless commitments. An executive administrative assistant is a pro at prioritization. They know what's urgent, what's important, and what can wait. They make sure there's some breathing space amidst the chaos so the CEO can maintain their focus and productivity.
2. Coordinating MeetingsYou know how difficult it is to get busy senior executives in one room? Well, not for the executive assistant. When the CEO needs to bring together the top brass for a strategy meeting or brainstorming session, the executive assistant takes charge. They reach out to all the key players, find a time that works for everyone, and send out meeting invites.Before the meeting, executive assistants prepare detailed agendas, ensuring everyone knows what's on the table and what decisions need to be made. The meeting room is their domain too. They make sure it's all set up and ready to go from the presentation equipment to ever-essential notepads and pens.
3. Handling Communication On Behalf Of The CEOThe executive assistant is the CEO's very own voice and ears in the business world. The CEO receives a flurry of emails, phone calls, and messages from all corners of the globe. But they can't be glued to their devices all day. That's where the executive assistants diligently screen and filter through the barrage of communication to prioritize what needs the CEO's attention and flag anything urgent.Executive assistants craft responses and draft correspondences on behalf of the CEO that reflect the leader's tone and vision. They take charge of executive outreach and schedule meetings, set up phone calls, and coordinate any necessary follow-ups. EAs keep track of important contacts and ensure that the CEO stays connected with key players in the industry.
4. Organizing Travel Arrangements & ItinerariesHopping from city to city, country to country, to conquer the global stage a typical schedule for any CEO. Executive assistants handle all the details of the CEO's trips, from booking flights to arranging accommodations fit for a VIP. They have an eye for deals and the best routes to ensure the CEO gets from point A to point B most efficiently and cost-effectively.If flights get delayed or plans change at the last minute, EAs will find alternative solutions and make sure the CEO's itinerary stays on track. The CEO might have back-to-back meetings and conferences in a foreign city. The executive personal assistant will have the CEO's days mapped out and leave enough time for rest and preparation between each engagement.
5. Conducting Research & Preparing ReportsCEOs need data, facts, and figures to base their decisions on. For this, executive assistants analyze industry trends and gather valuable insights to provide the CEO with the ammunition they need. Whether it's market analysis, competitor research, or customer feedback, they sift through data and distill it into concise and meaningful reports.When the CEO needs updates on various projects or financial performance, EAs will use tools like Microsoft Office to create professional-looking documents that showcase the important information at a glance. They provide the executive support necessary to ensure the CEO has a clear understanding of the information and can act on it confidently.
6. Assisting With Presentation PreparationYou have probably seen those captivating TED Talks or powerful business pitches. Behind every great presentation is a brilliant executive assistant. They work closely with the CEO to understand the key messages and goals of the presentation.The executive assistant then refines the CEO's speaking points and ensures the presentation flows smoothly. They make every slide on point, adding graphs, charts, and visuals to drive the message home.During the rehearsal phase. The executive assistant fine-tunes the delivery and helps the CEO feel confident and ready to take the stage. They ensure that all presentation equipment is set up and working flawlessly before showtime. From projectors to microphones, they leave no room for technical glitches.
7. Maintaining Confidentiality & DiscretionThe CEO is the driving force behind the company and they're privy to all sorts of sensitive information. That's where executive assistants shine. They handle highly confidential information like strategic plans, financial data, and even personnel matters.But it's not just about protecting information; it's about knowing who needs to know what and when. EAs ensure that information is shared on a need-to-know basis to protect the company's interests and maintain a high level of trust. Here's the kicker the executive assistant is the CEO's confidant. They act as a sounding board and provide a safe space for the CEO to discuss ideas, concerns, and challenges openly.
8. Managing Office Operations & Administrative TasksExecutive assistants are the masters of office operations. They handle everything from office supplies to facilities management. They keep the office environment humming with efficiency so the leadership team can focus on driving the company forward.Executive assistants coordinate internal and external meetings so that everyone is in sync and on the same page. From handling phone calls and managing emails to processing expenses and maintaining records, they do it all with grace and excellence. The executive assistant is the epitome of efficiency ensuring that deadlines are met, documents are accurate, and tasks are completed to perfection.
9. Liaising With Internal & External StakeholdersAn executive assistant is a bridge between the CEO and the rest of the team. They keep communication channels open so that information flows smoothly within the organization. Need to set up a meeting with department heads? Consider it done. Want to share updates with the leadership team? The executive assistant will get it done.But it's not just about internal communication. The EAs are the ambassadors of the company, representing the CEO and the organization with professionalism. Whether it's communicating with clients, business partners, or industry leaders, they leave a positive and lasting impression. They know the importance of cultivating partnerships and maintaining a network that benefits the company's growth and success.
10. Monitoring & Responding To EmailsExecutive assistants monitor the CEO's inbox to keep it under control and ensure no important message gets lost in the shuffle. They filter through the influx of emails, prioritizing what needs immediate attention and what can wait.EAs ensure that every email sent from the CEO's inbox is professional, clear, and on point. They know the CEO's communication style and verify that the tone and message align with the leader's vision. They use tools and techniques to streamline communication, set up email filters, and organize the inbox in a way that maximizes productivity.
11. Handling Expense Reports & BudgetingExecutive assistants keep a meticulous record of all business-related expenditures, from travel expenses to office supplies. They make sure that every penny spent aligns with the company's financial objectives.The executive assistant works closely with the CEO to develop and manage budgets for various projects and initiatives. They allocate financial resources wisely and strategically to maximize the company's return on investment. These EAs analyze financial data, create reports, and present insights to the CEO to set the company's financial direction.

Executive Assistant To CEO: Required Skills & Qualifications
A. Communication Skills

• Excellent Verbal & Written Communication: Your EA needs to be articulate, clear, and concise in both spoken and written communication.
• Active Listening: They should be active listeners, paying full attention to what you're saying, understanding your preferences, and anticipating your needs.
• Emotional Intelligence: Having a high level of emotional intelligence will help them handle sensitive situations and conflicts, and build strong relationships with other employees and clients.
• Cultural Sensitivity: Being culturally sensitive and aware of different communication styles and customs is important in maintaining positive relationships with people from diverse backgrounds.

B. Time Management & Organization

• Effective Prioritization: Prioritizing tasks based on urgency and importance is important for smooth operations.
• Proactive Planning: Anticipating your needs and potential challenges is a must-have skill. Dont ignore this.
• Time Blocking Expertise: Your EA should be skilled at creating time blocks for specific tasks to stay focused and make the most out of each day.
• Meeting Deadlines: Look for an EA who has a keen sense of timeframes and is skilled at prioritizing tasks to meet those all-important deadlines.

C. Problem-Solving & Decision-Making

• Analytical Thinking: Your EA needs to have a sharp and analytical mind. They should break down complex problems into manageable parts and identify key issues.
• Confidence & Conviction: A proficient executive assistant should have the confidence to stand by their choices. Their conviction will instill trust in both you and the team.
• Resourcefulness: Whether it's resolving conflicts among team members or coming up with innovative ways to optimize processes, their resourcefulness will be invaluable.
• Critical Reasoning: CEOs often face challenging situations, and your EA should assess risks, weigh pros and cons, and make sound judgments to help you in tough business decisions.

D. Adaptability & Flexibility

• Calm under Pressure: Hire an EA who stays composed during high-stress situations to keep things running smoothly.
• Managing Ambiguity: Look for an EA who is comfortable with ambiguity and can work through it without getting flustered.
• Rolling with the Punches: The business landscape can be unpredictable and your EA should adapt quickly to shifting priorities, market trends, and new challenges.
• Open-Mindedness: An adaptable EA is open to new ideas and different perspectives. They should be receptive to feedback and willing to adjust their approach when necessary.

E. Technical Skills

• Data Analysis: Hire an EA who can handle basic data analysis tasks and present the findings meaningfully.
• Proficiency in Office Software: Your EA should be a wizard with office software like Microsoft Office, Google Workspace, and other productivity tools.
• Digital Communication Skills: Look for an EA who is well-versed in various communication platforms like email, instant messaging, and video conferencing tools.
• Social Media Savvy: The ideal EA should have a good understanding of various social media platforms and should manage your professional social media presence.
• Calendar & Task Management Tools: Your EA needs to master calendar and task management software like Microsoft Outlook and Google Calendar, or project management tools like Asana and Trello.

F. Industry-Specific Knowledge

• In-depth Understanding of Your Market: Look for an EA with industry experience and a solid understanding of your industry's dynamics, trends, and challenges.
• Familiarity with Industry Terminology: The potential candidate should be well-versed in the specific terminology used in your industry to communicate fluently with industry professionals.
• Competitor Awareness: An EA who knows your competitors can help you stay ahead of the game. They can keep an eye on the competition, analyze their strategies, and provide valuable insights to refine your approach.