Personal Assistant to the CEO

Requirements

• 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
  

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