PA to CEO & Assistant Project Management

Responsibilities:

Provides direct executive support to the CEO while also acting as a central coordination point for strategic and operational projects across the organization. The position requires exceptional organizational skills, discretion, and the ability to manage multiple priorities while ensuring projects are executed on time, aligned with CEO priorities, and properly communicated to stakeholders.

The role sits at the intersection of executive office management, project tracking, and cross-functional coordination.

Personal Assistant to the CEO

Executive Support

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Manage the CEO's calendar, scheduling meetings, calls, and travel arrangements.
• Prepare agendas, briefings, presentations, and background materials for meetings.
• Take accurate minutes during meetings and ensure timely follow-up on action items.
• Handle confidential information with absolute discretion.

Communication & Coordination

• Screen, prioritize, and manage incoming communications (emails, calls, messages).
• Draft, review, and coordinate executive-level correspondence on behalf of the CEO.
• Coordinate with board members, advisors, investors, and senior management.
• Support preparation of board packs, executive summaries, and management reports.

Administrative & Office of the CEO

• Organize and maintain CEO files, contracts, and documentation.
• Track CEO commitments, deadlines, and deliverables.
• Assist with ad hoc strategic and operational tasks assigned by the CEO.

Project Management

Project Planning & Tracking

• Support CEO-led and cross-functional projects from initiation to completion.
• Maintain project plans, timelines, milestones, and deliverable trackers.
• Monitor project progress and flag risks, delays, or deviations early.
• Ensure alignment between project objectives and CEO / business priorities.

Cross-Functional Coordination

• Coordinate between departments (finance, operations, legal, HR, external consultants).
• Organize project meetings, workshops, and steering committees.
• Follow up on assigned actions and ensure accountability across stakeholders.

Reporting & Documentation

• Prepare project status reports, dashboards, and summaries for the CEO.
• Maintain centralized project documentation and version control.
• Support preparation of decision papers, business cases, and implementation plans.

Process & Governance Support

• Help standardize basic project management tools and templates.
• Ensure agreed processes, approvals, and governance steps are followed.
• Track key dependencies and escalation points.

Qualifications:

• Bachelor's degree in Business Administration, Management, or related field.
• Experience in project work and able to perform PA duties both personal and office task.
• 3–7 years of experience in:
  • Executive Assistant / Personal Assistant role, and/or
  • Project Coordination / PMO / Operations support
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Good command of English (spoken and written), French languages skills are a plus.