Executive Personal Assistant to CEO

About Us We specialise in affiliate SEO, digital publishing, and performance-led growth. What sets us apart is how we work. We move quickly, act decisively, and continuously refine our approach to stay ahead of the market. We are a hardworking team that values clarity and results. We communicate directly, execute with focus, and are committed to doing things properly. At the same time, we’ve built a genuinely friendly and supportive environment where ideas are shared openly and collaboration comes naturally. We don’t wait for opportunities; we identify them early and execute with precision. We’re not here to participate. We’re here to outperform! The Role We are looking for a highly organized, proactive, and detail-oriented Personal Assistant to provide administrative and operational support to the CEO in a remote environment. The ideal candidate is an excellent communicator, uses AI and digital tools confidently, can manage multiple priorities, and is comfortable taking ownership of loosely defined tasks from initial research through to completion. The objective of the role is to reduce the CEO's administrative workload, prepare matters to a decision-ready stage, and ensure important actions, communications and follow-ups do not fall through the cracks. The ability to communicate clearly and effectively in English, both verbally and in writing, is essential for this role. As English is the company’s shared working language, the successful candidate must be able to confidently communicate with colleagues and stakeholders, prepare and understand written documentation, and contribute effectively to a collaborative, international work environment. Remote, But Not Desk-Bound Whilst the role is predominantly remote, it is important that the successful candidate understands that this is not a fully home-based, desk-only position. You will occasionally be required to complete tasks and errands on behalf of the CEO and the business. This may include running personal or business-related errands, collecting or delivering documents or items, attending the office when required, visiting suppliers or other locations, and dealing with tasks that cannot be completed remotely. You should therefore be comfortable working independently from home while also being flexible and available to travel locally when necessary. The role requires someone who is adaptable, practical, and willing to step in and get things done, whether that means managing an administrative task online, coordinating with a third party, or physically attending a location to ensure something is completed. Flexibility, reliability, discretion, and a genuine “make it happen” attitude are essential. Key Responsibilities Duties will include but are not limited to: Executive & Personal Administration Manage calendars, appointments and meeting schedules, including proactive coordination of priorities and follow-ups. Coordinate domestic and international travel, including flights, accommodation, itineraries and relevant travel documentation. Prepare meeting agendas, take concise notes, track follow-up actions and ensure agreed next steps are completed. Organize digital files, documents and records so information can be retrieved quickly and reliably. Coordinate and prepare documentation for banks, government authorities, accountants, lawyers, insurance providers and other institutions. Research administrative requirements and prepare complete document packages, applications, supporting documents and checklists for matters such as passport or visa applications, KYC requests, banking documentation and other personal or corporate paperwork. Proactively follow up with external parties and track outstanding documents, deadlines, approvals and next steps. Take administrative processes as far as possible independently before requiring the CEO's approval, signature or personal involvement. Track expenses and assist with invoice and payment administration. Support event planning, virtual meetings and company initiatives as required. Communication & Inbox Support Draft and, where authorized, send emails and messages on behalf of the CEO. Monitor selected inboxes, direct messages and business group chats and identify matters requiring the CEO's personal attention. Respond independently to routine communications based on agreed guidelines and the CEO's communication style. Prepare suggested responses for sensitive, strategic or high-impact matters and escalate appropriately. Maintain context across ongoing conversations and proactively follow up on unanswered or outstanding matters. Liaise professionally with clients, suppliers, business partners and internal team members. AI-Assisted Research & Decision Support Use AI tools such as ChatGPT confidently for research, summarization, document analysis, drafting and structured decision support. Conduct structured research on business opportunities, investments, companies, markets, competitors and other topics requested by the CEO. Pre-screen investment and business opportunities against predefined criteria and summarize findings in concise, decision-ready formats. Identify key opportunities, risks, red flags, unanswered questions and recommended next steps rather than simply collecting information. Compare multiple opportunities and prepare structured shortlists or executive summaries. Critically review and verify important AI-generated information and source material rather than relying on AI outputs blindly. Summarize complex or lengthy information into concise, actionable executive briefings. Business & Project Support Support the CEO with ad-hoc business and operational projects across the company. Conduct research relating to SEO, online marketing, digital businesses, competitors, website opportunities and other relevant business topics. Assist with recurring research, data collection, competitor analysis and operational tasks under guidance from the CEO or subject-matter experts. Maintain trackers, project documentation and follow-up lists for CEO-led initiatives and help ensure deadlines are met. Coordinate with internal teams to collect information, clarify outstanding items and ensure agreed actions are completed. Quickly develop a practical working understanding of unfamiliar industries, business models or technical topics when required. Handle personal and business-related administrative tasks with a high level of discretion, judgment and ownership. Basic understanding of digital marketing, SEO, affiliate marketing or online businesses. Experience supporting an entrepreneur, founder, CEO or senior executive across both personal and company-related matters. Experience conducting business, investment, competitor or market research. Familiarity with handling banking, KYC, travel, immigration or government-related administrative processes. Required Skills & Experience Previous experience as an Executive Assistant, Personal Assistant, Administrative Assistant or in a comparable high-trust support role. Excellent written and verbal English communication skills, including the ability to draft professional communications on behalf of a senior executive. Strong practical proficiency with AI tools, particularly for research, analysis, summarization, drafting and information organization. Strong research and analytical skills with the ability to distinguish important information from noise. Good general business and commercial understanding, with the ability to quickly understand unfamiliar industries and business models. Exceptional ability to summarize complex or lengthy information into concise, actionable executive briefings. Excellent judgment regarding what can be handled independently and what requires escalation to the CEO. Strong ownership mentality and proactive follow-through; able to identify missing information, next steps and potential issues without waiting for detailed instructions. Ability to take loosely defined tasks and independently structure them into an actionable workflow. Strong organizational and time-management abilities, with the judgment to prioritize tasks based on business importance rather than simply order received. High attention to detail, strong problem-solving skills and the ability to work independently with minimal supervision. Comfortable operating in a fast-moving entrepreneurial environment with changing priorities. Proficiency in Google Workspace and high general digital literacy. Experience using collaboration and project-management tools such as Slack, Trello or Monday. Comfortable learning new software, systems and workflows quickly. Exceptional discretion and integrity. The role involves access to highly confidential personal, financial and company information. Advantageous, but Not Required Basic understanding of digital marketing, SEO, affiliate marketing or online businesses. Experience supporting an entrepreneur, founder, CEO or senior executive across both personal and company-related matters. Experience conducting business, investment, competitor or market research. Familiarity with handling banking, KYC, travel, immigration or government-related administrative processes.