Executive Assistant

1. CEO OFFICE MANAGEMENT

• Manage the CEO’s daily business schedule and priorities.
• Organize meetings, appointments, calls, and management discussions.
• Prepare agendas and necessary documents before CEO meetings.
• Maintain an organized system for CEO approvals, pending decisions, and follow-ups.
• Protect the CEO’s time by filtering routine operational concerns.
• Ensure matters reaching the CEO genuinely require CEO-level attention.
• Maintain strict confidentiality regarding company and CEO matters.

2. GATEKEEPING & COMMUNICATION CONTROL

• Receive and organize matters requiring CEO attention.
• Determine whether concerns should first be handled by the Operations Manager or relevant department.
• Redirect routine matters to the appropriate responsible person.
• Prevent unnecessary direct messaging or repeated follow-ups to the CEO.
• Consolidate related matters rather than sending fragmented updates.
• Ensure urgent matters are appropriately prioritized.
• Maintain professional communication between the CEO and employees.
• Information submitted to the CEO should generally contain: What happened? Why does it require CEO attention? What action has already been taken? What are the available options? What specific decision or approval is required from the CEO?
• The EA should avoid forwarding messages without sufficient context.

3. CEO DIRECTIVES & FOLLOW-THROUGH

• Document instructions and decisions made by the CEO. Assign or communicate directives to the appropriate responsible department or individual.
• Establish deadlines when instructed and maintain a CEO Action Tracker.
• Follow up with responsible personnel before deadlines and verify whether deliverables have actually been completed.
• Provide the CEO with concise status updates and escalate missed deadlines or repeated non-compliance.
• The EA’s responsibility is to ensure that CEO instructions do not get lost, forgotten, or repeatedly returned to the CEO without action.

4. OPERATIONS MANAGER COORDINATION

• Receive consolidated operational reports from the Operations Manager.
• Review whether reports are complete before presenting matters to the CEO.
• Follow up on CEO-approved operational actions and monitor major operational deadlines.
• Coordinate management meetings between the CEO and Operations Manager.
• Ensure the Operations Manager addresses routine operational matters independently.
• The EA should not take over branch operations from the Operations Manager.

5. HUMAN RESOURCES COORDINATION

• Coordinate CEO-level HR matters, including senior/key employee appointments, compensation changes requiring CEO approval, organizational structure changes, sensitive employee matters, employee documents requiring CEO signature, escalated probationary/disciplinary/termination matters, and recruitment for positions requiring CEO involvement.
• Routine recruitment, attendance, payroll coordination, employee documentation, and day-to-day HR administration remain under HR.

6. FINANCE & CEO APPROVAL COORDINATION

• Maintain and organize pending CEO financial approvals.
• Coordinate with Finance regarding documents requiring CEO review and ensure payment requests contain appropriate supporting documents.
• Track approved and pending financial matters.
• Coordinate CEO-level budget or expenditure discussions.
• Maintain confidentiality of financial information and follow up Finance on reports requested by the CEO.
• The EA does not replace Finance’s accounting, bookkeeping, cash management, reconciliation, or financial-control responsibilities.

7. MARKETING COORDINATION

• Coordinate marketing materials, campaigns, partnerships, and proposals requiring CEO approval.
• Ensure Marketing consolidates materials before CEO review.
• Track CEO-approved marketing initiatives and follow up deadlines for campaigns personally requested by the CEO.
• Coordinate CEO participation in shoots, interviews, events, partnerships, PR activities, or brand initiatives.
• Maintain records of CEO-approved campaigns and major brand decisions.
• Routine content production and daily marketing execution remain under Marketing and Operations.

8. DOCUMENT & RECORD MANAGEMENT

• Maintain organized and confidential records of CEO directives, management decisions, contracts, memoranda, executive correspondence, approvals, management reports, organizational documents, sensitive HR matters, financial approvals, legal correspondence, meeting minutes, an…