Executive Assistant at KALTANI

ABOUT THE ROLE 

• The Executive Assistant (EA) provides high-level administrative, strategic, and operational support to the CEO, ensuring the efficient management of executive priorities,  decision-making processes, and organizational coordination.
• This role is business-focused, requiring strong analytical thinking, stakeholder  management, and the ability to provide support at a leadership level.

KEY RESPONSIBILITIES

Executive Support & Calendar Management 

• Manage and optimize the CEO’s calendar, ensuring alignment with strategic priorities 
• Coordinate complex scheduling across multiple stakeholders, time zones, and  functions 
• Prepare daily, weekly, and monthly itineraries, briefing notes, and meeting agendas 
• Coordinate meetings, prepare agendas, and develop briefing materials 
• Draft, review, and manage executive communications (emails, reports, memos) 
• Track deliverables, deadlines, and follow-ups across key initiatives for the CEO.
• Anticipate needs and proactively resolve scheduling conflicts.

Strategic Support & Project Monitoring Support

• Conduct in-depth research, data analysis and prepare decision-support reports
• Assist in translating strategy into actionable plans by creating a metrics dashboard for  the CEO.
• Support execution of key strategic initiatives and special projects 
• Track deliverables, deadlines, and follow-ups across leadership teams 
• Prepare reports, dashboards, and presentations for executive decision-making.

Communication & Stakeholder Management 

• Serve as a primary liaison between the Executive and internal/external stakeholders 
• Draft high-level correspondence, speeches, memos, and reports 
• Manage confidential communications with discretion and professionalism 
• Build and maintain strong relationships with partners, clients, and board members
• Prepare executive and board meeting materials for the CEO
• Ensure timely distribution of reports and documents
• Take minutes and track action points
• Support in preparing compliance documentation for the CEO.

Travel & Executive Logistics

• Plan and manage local and international business travel arrangements 
• Prepare detailed travel itineraries, briefing packs, and expense reports 
• Ensure seamless execution of travel logistics and contingencies
• Coordinate business travel arrangements for the CEO (flights, accommodations,  itineraries)
• Plan and coordinate all business and social interactions of the CEO during the trip.

Office & Operational Efficiency

• Streamline administrative processes to improve efficiency within the CEO’s office 
• Manage executive office operations, including filing systems and documentation 
• Implement tools and systems for improved workflow and productivity 
• Support budget tracking and expense management for the executive office.

KEY COMPETENCIES

• Strategic thinking and business acumen 
• Excellent organizational and project management skills 
• Strong communication skills (written and verbal) 
• High level of professionalism and discretion 
• Ability to manage multiple high-priority tasks under pressure 
• Strong analytical and problem-solving skills 
• Proficiency in Microsoft Office Suite and productivity tools (e.g., Google Workspace,  Notion, Slack, etc.).

QUALIFICATION & EXPERIENCE

• Bachelor’s degree in Business Administration, Management, or related field 
• 3–5+ years of experience supporting C-suite executives 
• Experience in a fast-paced or structured corporate environment 
• Strong proficiency in Microsoft Office and collaboration tools 
• Advanced use of AI for work.