Personal Assistant to CEO Job Description and Responsibilities

The Personal Assistant to CEO provides high-level administrative and organisational support to the Chief Executive. This role is suitable for experienced executive assistants or personal assistants who can manage complex diaries, handle sensitive information and act with discretion. Candidates should be proactive, highly organised and comfortable working across multiple stakeholders.

Personal Assistant to CEO Job Profile

The Personal Assistant to CEO acts as the primary operational and administrative support to the Chief Executive, ensuring efficient use of time and enabling strategic focus. The role involves managing daily priorities, coordinating internal and external communications and preparing concise briefings to support decision making.

The post-holder will be expected to anticipate the CEO's needs, maintain confidentiality at all times and build effective working relationships with senior colleagues, board members and external partners. Strong organisational skills and sound judgement are essential to succeed in this position.

Personal Assistant to CEO Job Description

This role operates in a fast-paced executive environment and requires flexibility, responsiveness and the ability to manage competing demands. The Personal Assistant will be responsible for planning and co-ordinating the CEO's schedule, preparing meeting materials and ensuring timely follow up on actions. Work will often involve short deadlines and occasional out-of-hours commitments when executive activity requires it.

The Personal Assistant will serve as an intermediary between the CEO and internal teams, trustees or external contacts, exercising professional judgment and diplomacy. The role requires consistent accuracy in documentation, a proactive approach to problem solving and the capacity to manage confidential and strategic information with discretion.

Personal Assistant to CEO: Duties and Responsibilities

• Manage the CEO's calendar, prioritise appointments and ensure efficient allocation of time.
• Coordinate and arrange domestic and international travel, itineraries and accommodation.
• Prepare, edit and proofread briefings, reports and presentations for meetings.
• Organise board and senior leadership meetings, including agendas, papers and minute taking.
• Screen and manage incoming correspondence and communications on behalf of the CEO.
• Liaise with internal departments and external stakeholders to resolve issues and progress actions.
• Maintain confidentiality of sensitive matters and handle information with discretion.
• Monitor and follow up on delegated actions to ensure timely completion.
• Support event planning for executive-level meetings, receptions and stakeholder visits.
• Manage filing, records and documentation to support audit readiness and governance.
• Compile and circulate briefings and summaries to ensure the CEO is well informed.
• Anticipate needs and provide ad hoc support on strategic projects and initiatives.
• Act as a professional representative of the CEO when interacting with senior contacts.
• Maintain accurate expense records and assist with basic administrative financial tasks.

Personal Assistant to CEO: Requirements and Qualifications

• Proven experience as a personal assistant or executive assistant supporting senior executives.
• Exceptional organisational skills with the ability to manage complex diaries and priorities.
• Excellent written and verbal communication skills, with strong attention to detail.
• High levels of discretion, integrity and ability to handle confidential information.
• Ability to work independently, exercise initiative and make sound judgments.
• Strong time management and the ability to work to tight deadlines under pressure.
• Experience preparing executive briefings, reports and presentations.
• Proven minute taking skills and experience supporting formal meetings or boards.
• Good interpersonal skills and the ability to build relationships with senior stakeholders.
• Flexibility to work occasional extended hours and travel as required.
• Problem solving skills with a proactive, service-oriented approach.
• Formal qualifications or equivalent experience in administration, business or related field preferred.