Executive Assistant to Chief Executive Officer

Overview

Executive Assistant to the Group CEO (PopAI)

Location : Remote; occasional travel to UAE / UK / PH regions. Reports to : Group CEO. This role supports the Group CEO and Executive Leadership Team in a GenAI-first products and solutions company, engaging with government agencies, investors, law firms, partners, and enterprise customers across multiple time zones including Manila, UAE, UK / EU and US.

The role

We are hiring a hands-on, high-judgement Executive Assistant to the Group CEO of PopAI. You will keep the Executive Office running under pressure : owning the CEO’s calendar and communications, helping to run meetings end-to-end (agenda → minutes → actions → next steps), controlling information flow, and driving follow-through across the ELT and external stakeholders. It will be a busy role – expected to support during multiple timezones including Manila, UAE, UK / EU and US.

What you’ll do

• Executive cadence and time control : Own the CEO’s calendar and priorities; protect focus time; resolve clashes with clear trade-offs. Prepare briefings for every engagement and issue next-step emails with actions, owners, and dates.
• Draft and format CEO correspondence; maintain tone of voice.
• Meetings : agenda → minutes → actions : Build agendas with desired outcomes; circulate pre-reads; run clocks. Capture crisp minutes and action logs (RAG status, DRI, due dates); track closure weekly and escalate blockers early.
• Board, investor, and ELT support : Coordinate one-deck board / ELT packs, motion logs, and decision registers. Support investor touchpoints (scheduling, data-room hygiene, follow-ups). Own the ELT calendar (weekly ops, product / AI council, deal desk, integration review).
• Comms and documents : Draft letters, memos, speeches, talking points; polish decks (storyline, clarity, formatting). Keep the press / PR folder current (bios, headshots, boilerplate, case studies). Ensure document control (naming conventions, permissions, audit-ready).
• Travel and logistics : Build multi-city itineraries; anticipate visas, access, and security.
• Manage budgets / expenses; coordinate vendors; set up events (roundtables, site visits).

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7 days).

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