A Little About Us
At VAP Group, we're not just running companieswe're building ideas, experiences, and connections that make a difference. Our CEO is constantly moving between strategy, people, and opportunities. To keep up with that pace, we're looking for a partner in productivitysomeone who can bring order to the chaos, clarity to the noise, and help the CEO focus on what matters most.
This isn't just an assistant role. It's about being a trusted right handsomeone who knows when to push, when to pause, and how to make things happen behind the scenes.
What You'll Be Doing:
Calendar & Time Management
Think of yourself as the guardian of time. You'll make sure the CEO's schedule runs smoothly, with the right mix of deep work, key meetings, and breathing room.
What that looks like:
- Managing calendars across time zones.
- Adding context to invites (so nothing is just another meeting).
- Protecting the CEO from back-to-back burnout.
- Meetings & Communication
- You'll make sure every meeting has a purpose and every conversation leads to an outcome. From prepping briefs to capturing notesyou'll be the one connecting the dots.
Daily rhythm:
- Morning schedule rundown with meeting briefs.
- Attending key meetings to take notes.
- Sending end-of-day updates so nothing slips through.
Task & Project Follow-Up
The CEO gives directionyou make sure it turns into action. You'll keep teams on track, follow up on progress, and raise a flag if something's falling behind.
You're the person who ensures:
- Tasks are logged, tracked, and followed up.
- Teams stay accountable.
- Priorities never get lost in the shuffle.
- Documents & Reporting
- From board decks to quick notes, you'll organize and prepare the information the CEO needs. A well labeled Google Drive, clear reports, and documents that just make sensethat's your magic.
Cross-Team Coordination
- Our business has many moving partsevents, sales, marketing, and more. You'll be the bridge, making sure everyone's aligned and moving in the same direction.
- Travel & Events (When Needed)
- Flights, visas, hotels, agendasyou'll handle the details so travel feels smooth and productive, not stressful.
Inbox & Communication Support
- Think of yourself as the first line of defense in the CEO's inbox. You'll prioritize what matters, draft responses, and make sure no important email is missed.
- Gatekeeping & Confidentiality
- Protecting the CEO's time and information is part of your DNA. You'll know what to filter, what to escalate, and how to handle sensitive matters with discretion.
Numbers & KPIs
You don't need to be a CFO, but you'll track revenue, registrations, budgets, and event KPIsgiving the CEO clear visibility into what's working (and what needs attention).
What Success Looks Like:
- The CEO walks into every day prepared and focused.
- Meetings and projects move forward without reminders.
- Teams feel supported and accountable.
- The CEO's inbox, calendar, and priorities feel under control.
- Reports and dashboards provide clarity, not confusion.
Who You Are:
- Experienced: 6+ years as an EA (bonus if you've worked with Founders/CEOs in fast-paced industries like media or events).
- Organized & Proactive: You see what's coming before it happens.
- Tech-Savvy: Google Workspace, Slack, ClickUp, Zoomthese are second nature to you.
- Strong Communicator: You write clearly, speak confidently, and can simplify complex details.
- Trustworthy & Discreet: You handle sensitive information with absolute care.
- Adaptable: Plans change You adjust quickly and keep things moving.
Why This Role Matters
As EA to the CEO, you won't just be managing calendars. You'll be shaping how the CEO spends their most valuable resourcetime. You'll help turn ideas into actions, meetings into outcomes, and priorities into progress.
If you love the idea of being a partner, problem-solver, and silent powerhouse behind a visionary leader, we'd love to meet you.
