Personal Assistant to the CEO at Ikigai

The Personal Assistant (PA) provides integrated professional and personal support to the CEO, enabling her to operate with focus, calm, and strategic clarity. The role ensures that the CEO’s time, energy, and priorities are fully optimized through disciplined organization, proactive coordination, and discretion.

Education and Experience

• Bachelor’s degree in business administration, Communication, or related field preferred
• 5–8 years of experience supporting senior executives or founders in dynamic organizations
• Proven experience managing both professional and personal tasks for executives
• Exposure to fast-paced, high-touch environments (startups, professional services, or leadership offices)
• Familiarity with travel coordination, board documentation, and event planning

What to Expect

This role reports to the CEO and is part of the Ikigai team. It serves as a dedicated extension of the CEO, acting as an independent contributor and operational bridge, not a gatekeeper.

Role Responsibilities

Executive/Professional Support

• Manage the CEO’s diary, scheduling, and prioritization of appointments.
• Handle email and phone triage: draft responses, filter requests, flag urgent matters, and manage call flow.
• Coordinate meetings: schedule, prepare agendas, take minutes, and track follow-ups.
• Plan and organize travel (local and international): flights, visas, accommodation, itineraries.
• Prepare and edit documents, presentations, reports, and communications.
• Ensure all administrative tasks (filing, payments, record-keeping) are handled efficiently.

Advisory Board Support

• Coordinate all logistics for board meetings.
• Prepare and distribute board packs, presentations, and supporting documentation.
• Manage board communications, ensuring timely updates and responses.
• Organize meeting venues (onsite/virtual), catering, and technical requirements.
• Record and circulate minutes and track follow-up actions.
• Arrange travel and accommodation for board members as required.

CEO Office Intelligence & Communications

• Prepare news roundups summarizing key developments in the industry.
• Draft CEO correspondence (emails, speeches, letters, and briefings).
• Organize events from the CEO’s office (leadership retreats, board dinners, stakeholder events).

Personal Support

• Provide coordination and oversight of household operations and personal logistics to ensure smooth day-to-day functioning

Essential Skills and Competencies

• Passion for and understanding of Ikigai’s mission and values
• Excellent verbal and written communication skills
• Highly detail-oriented with strong organizational & planning skills
• Handle sensitive information with complete confidentiality and exercises sound decision-making and emotional intelligence
• Operate with composure in a fast-paced, high-stakes environments
• Build trust across teams while maintaining professional boundaries
• Comfortable using Google Workspace and project management tools (Notion, Trello, Asana)
• Reliable, accountable, and service-minded, with strong ownership and follow-through