Full-Time Executive Assistant to CEO | Operations, CRM, Staff & Finance Admin

JOB DESCRIPTION:

A growing European -based Finance company is looking for a highly experienced full-time Executive Assistant to the CEO.

This is a long-term senior support role for someone experienced, organised, reliable, professional and capable of helping the CEO manage daily business operations.

The successful candidate will work directly with the CEO and will help manage staff coordination, CRM updates, client administration, finance tracking, emails, reports, recruitment support and daily operational processes.

THIS IS NOT A BASIC VIRTUAL ASSISTANT ROLE.

We need someone who can think independently, take responsibility, follow instructions carefully, organise priorities, communicate professionally and ensure important tasks are completed without the CEO having to constantly chase them.


WORKING HOURS:

Monday to Friday

9:00 AM – 5:00 PM UK TIME

40 HOURS PER WEEK

FULL-TIME ONLY

You must be available and responsive throughout the agreed working hours.

You must be able to START WITHIN THE NEXT 7 DAYS.


MAIN RESPONSIBILITIES:


CEO SUPPORT:

- Support the CEO with daily priorities and important tasks
- Manage reminders, follow-ups and deadlines
- Help organise the CEO’s workload
- Monitor outstanding tasks and ensure they are completed
- Prepare daily and weekly updates
- Manage calendar appointments and meetings
- Help manage the CEO’s inbox and important correspondence
- Draft professional emails and documents
- Research information and suppliers when required
- Ensure important matters are brought to the CEO’s attention quickly


STAFF COORDINATION:

- Track staff tasks and daily progress
- Follow up with team members
- Monitor deadlines and task completion
- Help organise staff schedules and responsibilities
- Maintain staff trackers
- Assist with staff KPIs and performance monitoring
- Help arrange staff meetings
- Follow up after meetings to ensure agreed actions are completed
- Assist with recruitment, interviews and onboarding
- Help keep staff accountable for their responsibilities


CRM & CLIENT ADMIN:

- Update CRM records accurately
- Track leads, prospects, clients and follow-ups
- Maintain accurate notes and client records
- Organise client documents and information
- Assist with new-client onboarding
- Monitor outstanding client actions
- Ensure no important follow-up is missed
- Produce CRM reports for the CEO when required


FINANCE ADMIN:

- Track invoices and payments
- Maintain finance spreadsheets
- Track company expenses and subscriptions
- Monitor outstanding client payments
- Maintain organised financial records
- Prepare simple financial summaries for the CEO
- Assist with basic bookkeeping administration
- Ensure finance information is recorded accurately



EMAILS & DAILY OPERATIONS:

- Draft and send professional emails
- Respond to routine messages
- Organise company documents and files
- Maintain spreadsheets and trackers
- Follow up on outstanding tasks
- Help improve daily business processes
- Coordinate information between different team members
- Ensure daily operations remain organised
- Identify problems and raise important issues promptly


REQUIREMENTS:

YOU MUST HAVE:

- Minimum 4 YEARS’ PROVEN EXPERIENCE in an Executive Assistant, Executive PA, Senior Virtual Assistant, Operations Assistant, Admin Manager or similar senior support role
- Previous experience directly supporting a CEO, Founder, Managing Director or business owner
- A BACHELOR’S DEGREE or higher
- Experience helping manage staff tasks and daily business operations
- Experience using CRM systems
- Experience with finance administration, invoices, payments or basic bookkeeping
- Excellent written English
- Excellent spoken English
- Strong organisation and time-management skills
- Excellent attention to detail
- Ability to work independently
- Ability to follow instructions accurately
- Strong professional judgement
- Ability to handle confidential information
- Ability to prioritise urgent and important tasks
- Confidence using Google Sheets, Excel, Gmail, CRMs and online business tools
- Verifiable previous employment history
- Professional references


MUST-HAVE SKILLS:

- Executive Assistant experience
- CEO / Founder support
- Staff coordination
- CRM management
- Finance administration
- Email handling
- Spreadsheet management
- Daily reporting
- Task tracking
- Client administration
- Recruitment support
- Calendar management
- Process organisation
- Professional communication


PERSONALITY FIT:

We are looking for someone who is:

- Reliable
- Respectful
- Highly organised
- Professional
- Calm under pressure
- Proactive
- Honest
- Discreet
- Responsible
- A strong communicator
- Able to solve problems
- Able to work independently
- Comfortable taking ownership of tasks
- Able to manage multiple priorities without becoming disorganised

This role is NOT suitable for someone who:

- Needs constant chasing
- Regularly misses deadlines
- Ignores messages
- Cannot follow instructions
- Requires constant supervision
- Has only basic data-entry or junior VA experience
- Cannot manage multiple responsibilities
- Is looking for training to learn how to become an Executive Assistant


IMPORTANT:

This is an EXPERIENCED Executive Assistant position.

There is no training programme to teach someone how to become an Executive Assistant to a CEO.

We will train the successful applicant on our specific company systems and processes, but you must already understand how to professionally support a senior executive.

Your degree, employment history and references may be verified.

Please do not apply with false, exaggerated or unverifiable experience.


Monthly: approximately $895.00 - $1,095.00 per month (₱51,000 - ₱62,400 per month) |

HOW TO APPLY:

TO APPLY CODE: SUNDAY27-FULLTIMEEAA89

MINIMUM 40 APPLY POINTS REQUIRED.

PLEASE DO NOT APPLY WITH FEWER THAN 40 APPLY POINTS.

Send your CV/resume and answer ALL questions below.


QUESTION 1:
How many years have you worked as an Executive Assistant, Executive PA or similar senior support role?


QUESTION 2:
Have you directly supported a CEO, Founder, Managing Director or business owner? Please explain your role.


QUESTION 3:
What was your most recent position and how long did you remain in that role?


QUESTION 4:
What degree do you hold and which university awarded it?


QUESTION 5:
Describe your experience supporting a CEO, Founder or business owner during 2026, 2025 and 2024.


QUESTION 6:
What were your main daily responsibilities in your most recent position?


QUESTION 7:
Which CRM systems have you used?


QUESTION 8:
Which finance, bookkeeping, spreadsheet and administrative tools have you used?


QUESTION 9:
What experience do you have coordinating employees, monitoring staff tasks or tracking KPIs?


QUESTION 10:
Give one example of a difficult problem you solved independently for a CEO or business owner.


QUESTION 11:
Are you available to work Monday to Friday, 9:00 AM – 5:00 PM UK time, 40 hours per week?

QUESTION 12:
Can you start within the next 7 days?


IMPORTANT:

You must answer ALL 12 questions.

Applications that do not answer every question will not progress.

You must use a minimum of 40 Apply Points.

Please apply only if you meet the education, experience, working-hours and start-date requirements.