Our client, a cruise line for Spanish-speaking markets, is looking for an English, German and Dutch speaking Executive Assistant to manage the CEO’s agenda and emails but also align the agendas of the other executives. The role requires a blend of high-level administrative expertise and emotional intelligence, lot of flexibility, loyalty and discretion.
Responsibilities:
- Strategic calendar management: prioritize CEO time, block focus time, coordinate with board, investor and other schedules.
- Gatekeeping and triage: filter requests, protect CEO bandwidth, escalating critical items.
- Board and investor support: prepare board packs, coordinate meetings, manage follow-ups and materials.
- Executive communications: draft, edit, and send high-level emails, speeches, and announcements on CEO’s behalf.
- Meeting preparation & briefing: research attendees, prepare concise briefs, set agendas, and capture action items.
- Travel & logistics for high-stakes trips: plan complex international travel and VIP arrangements.
- Expense management: managing CEO expenses, approvals, and vendor contracts
- Confidentiality & trust: handle sensitive information, legal documents, and executive-level HR matters discreetly.
- Project & stakeholder coordination: drive cross-functional initiatives, track KPIs, and ensure executive priorities move forward.
- Crisis & reputation management support: coordinate rapid responses, media logistics, and stakeholder communications.
- Event & high-profile engagement management: plan investor days, executive off-sites, and public appearances
- Taking minutes & formal recordkeeping: attend meetings, produce accurate, timely minutes with clear action items and owners.
- Accompanying CEO on business travel: travel with CEO when required to manage logistics, take notes, handle on-site coordination, and provide in-person support.
- Travel & logistics for complex maritime trips: plan itineraries considering port schedules, customs/immigration, crew logistics, and local regulations; arrange accommodations and security.
- Secondary support to executives/VPs (as time permits): provide administrative assistance, scheduling, briefing materials, minute-taking, and travel coordination for other senior leaders when CEO priorities allow.
Qualifications:
- Fluent English and good Dutch and German communication skills to handle incoming mails in Dutch and German
- At least an Associate’s or bachelor’s degree in business administration, Communications, or a related field. Professional certifications like the Certified Administrative Professional (CAP) are highly valued.
- Strategic Calendar Management: Beyond just booking meetings, this involves understanding the CEO’s priorities to allocating time effectively, managing "buffer zones" for travel, and coordinating across multiple time zones.
- Email & Communication Mastery: Acts as a "filter," drafting professional correspondence on behalf of the CEO and deciding which emails require immediate attention and which can be delegated.
- Technical Proficiency: Expert-level knowledge of Microsoft 365 (Outlook, Teams, SharePoint) is essential for seamless organization and document management.
- Discretion: Handling sensitive, confidential company data with absolute integrity.
- Proactivity: Solving problems before they reach the CEO's desk (e.g., rebooking a flight before a cancellation is even announced).
- Gatekeeping: Politely but firmly managing access to the CEO to protect their focus and time.
- Adaptability: Staying calm and efficient when plans change at the last minute.
- Flexibility: Willingness to work weekends and off office hours and be able/willing to travel with the CEO: worldwide and also longer periods (1-2 weeks). The first year around 10% of the regular time and later a bit less.
- Being able to work independently and not have the need to talk a lot to the CEO
- Located in Cyprus
- EU-citizenship
Working Hours:
- Working hours: Monday – Friday from 9am – 5.30pm daily with half an hour lunch break and sometimes during weekends and off office hours.
- The weekends and off hours are being compensated with free time 1-1.
- This is an onsite role.
To apply:
Please send your CV to StaffMatters at admin@smstaffmatters.com and mention that you are applying for the vacancy of Executive Assistant (German and Dutch speaker) with reference number 4241.
Or you can apply directly through your candidate login by hitting the APPLY button.
