Job Description

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.