Executive Assistant Full Time

Role Summary

Milele is evolving from a fast-growing trading business into a systems-driven, Fortune-500standard organization. The Executive Assistant (EA) to the CEO acts as a strategic force multiplier managing time, priorities, and communication; ensuring execution on key decisions; and maintaining organizational cadence.

Key Responsibilities

• Time & Prioritization
• Own the CEOs calendar, travel, and daily agenda; protect focus time.
• Apply time ROI triage, anti-meeting rules, and escalation protocols.
• Ensure pre-reads, decision memos, and options are ready for each meeting.
• Prepare meeting briefs with objectives, context, risks, and talking points.
• Capture decisions/actions in real time; ensure follow-up completion.
• Operating Cadence & Program Management
• Run WBR/MBR/QBR with agendas, scorecards, and concise narratives highlighting deltas, risks, and asks.
• Track company-wide strategic initiatives (owners, dates, risks); escalate blockers early.
• Communications & Stakeholder Management
• Draft internal/external communications on behalf of the CEO (emails, memos, speeches, LinkedIn).
• Prepare board and investor materials; manage logistics and minutes with discretion.
• Represent CEO with investors, suppliers, and public officials.
• Synthesize ambiguity into 1-page briefs using Pyramid Principle / MECE.
• Maintain live Decisions & Actions Log; ensure downstream alignment.
• Apply professional gatekeeping with judgment and tact.
• Information, Documents & Knowledge Management
• Maintain a single source of truth for CEO files, briefs, and templates (Teams/SharePoint).
• Standardize and enforce document templates and hygiene.
• Manage access control, auditability, and confidentiality.
• Travel, Events & Logistics
• Plan complex international travel with cost/risk controls.
• Organize leadership offsites, VIP visits, and high-stakes meetings end-to-end.
• Provide limited personal support to ensure seamless execution.
• Automation & Tools (AI First)
• Use Microsoft 365, Teams, Power Automate for workflow orchestration.
• Leverage generative AI (ChatGPT, Claude, Gemini) for summarization, drafting, and research.
• Build basic dashboards in Excel/Power BI.

Professional Standards

• Availability: On-call across time zones; quick response (15 min working hours, 60 min after hours).
• Quality: Zero-defect mindset; double-check all names/numbers; cite sources.
• Writing: Concise, decision-oriented, executive summaries first; bullet points preferred.
• Professional Presence: Calm under pressure; respectful challenge when needed.
• Client Service: Anticipatory, discreet, proactive.
• Work Ethic: Comfortable with extended hours, as in elite consulting/IB environments.
• Compliance: DA signed, background checks cleared, anti-bribery and data privacy adherence.

Qualifications

• Education: Bachelor’s degree required; Masters/MBA preferred.
• Experience: 6+ years supporting C-suite or founders in fast-paced, multi-country setups.
• Technical Skills: Advanced Microsoft 365, Power BI/Excel, and workflow automation.
• Communication: Excellent English; High EQ, mature judgment, impeccable discretion.

Preferred: CAP/PMP certification, investor relations or board experience.

Cultural Fit

Thrives under pressure, maintains discretion, owns outcomes fully, and adapts quickly. This is a high-performance, high-trust role ideal for professionals seeking to operate at an elite executive level, not a routine 9-to-5 position.