Join Shinkei as a Executive Assistant to CEO

Executive Assistant to CEO

About the Role

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive support to our Chief Executive Officer. This role serves primarily as the CEO's right hand across both professional and personal domains, ensuring seamless day-to-day operations and enabling the CEO to focus on the highest-impact priorities driving the business forward.

The ideal candidate thrives in a fast-paced environment, exercises exceptional judgment, and handles sensitive information with the utmost discretion. You are not just managing tasks — you are anticipating needs, solving problems before they arise, and acting as a trusted partner. You should be able to create and maintain calm in the CEO’s schedule, and be able to take things off their plate where possible.

Key Responsibilities

General Executive Support

• Serve as a liaison between the CEO and the team, board members, investors, and key external partners.
• Protect CEO time by intuitive redirection and delegation of tasks.
• Manage special projects and cross-functional initiatives as assigned by the CEO.
• Maintain strict confidentiality across all professional and personal matters.

Email & Communications Management

• Serve as the primary manager for the CEO's inbox, triaging and prioritizing emails across multiple accounts to ensure timely responses and follow-through.
• Draft, edit, and send correspondence on the CEO's behalf, matching tone and voice with precision.
• Flag urgent matters, summarize lengthy threads, and track action items to ensure nothing falls through the cracks.
• Manage communication across platforms including email, Slack, text, and other messaging tools.

Calendar & Schedule Management

• Own and orchestrate the CEO's calendar end-to-end, balancing competing priorities across internal meetings, external engagements, board obligations, and personal commitments.
• Proactively identify and resolve scheduling conflicts, build in appropriate buffer time, and protect focus blocks.
• Prepare the CEO for each engagement with relevant briefing materials, agendas, attendee backgrounds, and talking points.
• Coordinate across departments and with external stakeholders to schedule meetings efficiently and respectfully.

Travel & Logistics Coordination

• Plan and book all travel arrangements including flights, ground transportation, hotel accommodations, and dining reservations — both domestic and international.
• Build detailed travel itineraries that account for time zones, transit times, and preferences.
• Manage last-minute changes and disruptions with composure and react with contingency plans quickly.
• Process and reconcile travel expenses and reimbursements in a timely manner.

Personal Assistance

• Assist with a range of personal tasks including household coordination, appointment booking, gift purchasing, event planning, and errands.
• Manage relationships with personal vendors, service providers, and contacts.
• Handle personal finances administration such as bill payments, subscription management, and insurance coordination as needed.
• Maintain an organized system for personal documents, memberships, and records.

Qualifications

• 5+ years of experience as an Executive Assistant, preferably supporting C-suite executives.
• Exceptional organizational skills with a demonstrated ability to manage complex calendars and competing priorities.
• Outstanding written and verbal communication skills with strong attention to detail.
• High emotional intelligence, professionalism, and discretion when handling confidential information.
• Flexibility to be available outside standard business hours when time-sensitive matters arise.
• Comfort navigating ambiguity and shifting priorities with a calm, positive demeanor.