Executive Assistant to CEO (Personal + Business Support)
Univacity Ltd. is hiring an Executive Assistant to the CEO to support both business execution and select personal/admin needs. You’ll help keep the CEO organized, focused, and moving fast—owning schedules, communications, follow-ups, and operational details with high accuracy and discretion.
This role is ideal for someone who is detail-oriented, sharp, calm under pressure, and exceptionally organized, with strong communication skills and comfort working with modern tools.
Key Responsibilities
Executive Support
Manage daily calendar: scheduling, rescheduling, confirmations, and agenda preparation
Book meetings and calls; coordinate across multiple time zones
Track priorities, deadlines, and deliverables; send reminders and follow-ups
Prepare meeting briefs, notes, action items, and follow-through
Communication & Admin
Manage inbox: triage, respond on behalf of CEO, draft professional emails
Maintain documents, reports, and templates (Docs/Word)
Create and update spreadsheets (Excel/Google Sheets) for tracking and reporting
Keep CRM updated and accurate; support business development workflows
Execution & Errands
Support execution of executive tasks and light operations
Run occasional personal errands and logistics (as needed)
Coordinate travel, bookings, and reservations (if required)
What We’re Looking For
Highly detail-oriented with strong ownership and follow-through
Soft-spoken, professional, and emotionally intelligent communicator
Excellent time management and ability to prioritize independently
Strong writing skills (email drafting, documents, summaries)
Comfortable with analytics/tracking and reporting
Requirements
Required Skills / Tools
Google Workspace or Microsoft Office (Docs/Word, Sheets/Excel, Calendar)
Spreadsheets: formulas, filters, structured tracking
CRM experience (HubSpot, Zoho, Salesforce, or similar)
Tech-savvy: learns tools quickly, sets up workflows, uses reminders/automation
Basic understanding of business development processes is a plus
Nice to Have
Previous experience as an Executive Assistant / PA to a founder or C-level leader
Experience with meeting minutes, client coordination, and pipeline follow-up
Familiarity with tools like Notion, Trello/Asana, Slack, Zoom/Meet
Working Style / Expectations
High confidentiality and discretion
Strong responsiveness during working hours
Proactive: spots issues before they become problems
Organized and consistent in documenting tasks and updates