Executive Assistant to Chief Executive Officer

Position Overview

We seek a highly organised and proactive Executive Assistant to provide comprehensive executive, strategic, and administrative support to the Chief Executive Officer (CEO) at Hey Rocket. This role is vital in managing the CEO's priorities, promoting cross-functional collaboration, and facilitating the execution of key business initiatives. Candidates with experience supporting C-suite executives in aviation, logistics, cargo, transportation, or other substantial operational sectors are particularly valued.

Key Responsibilities

• Oversee the CEO's calendar, meetings, travel plans, and day-to-day priorities.
• Arrange domestic and international travel logistics, including itinerary, accommodations, and visa processing.
• Screen and handle emails, communications, and requests directed to the executive.
• Prepare meeting agendas, briefing documents, presentations, and executive reports.
• Record minutes during meetings, monitor action points, and ensure follow-up on crucial deliverables.
• Support the CEO in tracking strategic initiatives and business targets.
• Coordinate projects across various business units.
• Compile reports, business updates, and performance dashboards for executive evaluation.
• Conduct relevant research to prepare presentations, reports, and business documents.
• Liaise with internal departments and external partners on behalf of the CEO.
• Organise leadership meetings, executive engagements, customer visits, corporate meetings, and events.
• Maintain confidential records, handle expense claims, procurement requests, and facilitate general office administrative tasks.
• Continuously enhance administrative workflows and processes.
• Protect the confidentiality of sensitive information with utmost discretion.
• Proactively identify potential issues and propose practical solutions.
• Support special projects and other duties as assigned by the CEO.

Qualifications and Skills

• Bachelor's degree in Business Administration or a related field.
• Minimum of five years of experience supporting senior executives, ideally at the C-suite level.
• Prior experience as an Executive Assistant is mandatory.
• Experience in aviation, logistics, cargo, transportation, or similar operational industries is advantageous.
• Excellent organisational and time management capabilities.
• Strong business insight with a clear understanding of operational and strategic priorities.
• Superior written and spoken English communication skills.
• Strong interpersonal abilities to engage effectively with stakeholders at all levels.
• Highly professional demeanor, displaying integrity and discretion.
• Ability to work independently, managing multiple high-priority tasks under tight deadlines.
• Strong analytical and problem-solving skills.
• Advanced proficiency in Microsoft PowerPoint and Excel.
• Competent in Microsoft Word, Outlook, and Microsoft 365 suite.
• Experience in preparing executive-level presentations, reports, and correspondence.

Desired Attributes

• Highly proactive and attentive to detail.
• Possesses a strong executive presence and professional maturity.
• Capable of anticipating needs and functioning with minimal guidance.
• Flexible and comfortable adapting to a fast-paced, evolving environment.
• Committed to confidentiality, excellence in service, and continuous process improvement.