Executive Assistant to the Managing Director at CINQTEOS Group

Job Summary

• This role is available for a highly organized, proactive, and detail-oriented professional who will provide high-level administrative and strategic support to the Managing Director of an Events Company.
• The position requires excellent communication skills, discretion, strong coordination ability, and the capacity to manage multiple priorities effectively.

Responsibilities
Executive Support:

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Organize and prepare documents, presentations, and reports required for meetings, conferences, and strategic planning sessions.
• Serve as a key point of contact between the CEO and internal/external stakeholders when required, managing communications and correspondence with professionalism and discretion.
• Coordinate executive team and other senior leadership meetings, including agenda preparation, minute taking, and follow-up actions.
• Coordinate board-related activities for the CEO, including scheduling board meetings, preparing board packs, circulating agendas, and taking minutes as needed.
• Track action items, decisions, and resolutions from board meetings, ensuring timely follow-up and execution.

Operational & Technical Support:

• Support the CEO in the coordination and oversight of event operations, facilities, technical and venue infrastructure.
• Provide active hands on support during Events as part of the Events Operations team as required
• Support the CEO in operations related to her Family Office.

Strategic & Project Coordination:

• Coordinate cross-functional projects, ensuring alignment with the CEO’s vision and timelines.
• Track progress on key strategic initiatives and provide regular status updates to the CEO.
• Help develop proposals, project plans, or budgets related to technical upgrades or new service offerings.

Relationship Management:

• Represent the CEO in select internal and external meetings when necessary, ensuring clear documentation and feedback.
• Facilitate effective communication between the CEO and senior management, departments, and external partners as required.

Administrative & Confidential Duties:

• Manage confidential and sensitive information with a high level of integrity and discretion.
• Oversee personal logistics or administrative tasks as required by the CEO.

Family Office Support:

• Assist with oversight of the CEO’s family office operations, including administrative support for investments, properties, and philanthropic activities.
• Monitor and track personal and family investment portfolios, working with external advisors, legal, tax, and financial consultants as needed.

Requirements

• Interested candidates should possess a Bachelor's Degree in related fields with relevant years of experience.