Personal Assistant for CEO/ CFO

We are a fast growing Tea & Matcha Specialty Company, our two Founders will need some hands, to grow your career together with us, a successful candidate ideally should be able to handle

Responsibilities:
Personal Assistant to CEO & CFO – Chontea Position Overview The Personal Assistant (PA) to the CEO & CFO is responsible for providing high-level administrative, coordination, communication, and follow-up support to two senior executives. This role requires someone highly organized, proactive, technology-savvy, fast-paced, detail-oriented, and capable of ensuring that decisions made by management are translated into clear actions and completed on time. The PA will act as a central coordination point between the CEO, CFO, management, and various departments, ensuring information flows efficiently and that important tasks, decisions, and deadlines are properly tracked.

Key Responsibilities
1. Meeting & Executive Support Manage and coordinate the CEO & CFO’s daily schedules, meetings, appointments, and priorities. Attend important internal and external meetings as required. Prepare agendas, meeting materials, presentations, reports, and supporting documents before meetings. Take accurate and structured Minutes of Meeting (MOM) for every relevant meeting. Clearly document key discussions, decisions, action items, PICs (Persons in Charge), and deadlines. Distribute the MOM promptly to all relevant PICs and meeting participants. Maintain a centralized record of meeting minutes and follow-up actions. 2. Follow-Up & Accountability Monitor all action items resulting from meetings and management instructions. Proactively follow up with PICs and departments to ensure tasks are completed according to agreed deadlines. Maintain an action tracker / management task dashboard to monitor progress. Escalate overdue, delayed, or problematic tasks to the appropriate management level. Have the authority and confidence to report directly to the CEO and/or HR when there are serious delays, communication issues, negligence, or matters requiring management intervention. Ensure that important instructions from the CEO & CFO are not lost or forgotten between departments. Act as a “gatekeeper of execution”, ensuring decisions are followed through until completion. 3. Cross-Department Coordination Coordinate and communicate with multiple departments on behalf of the CEO & CFO. Follow up with department heads and PICs regarding ongoing projects, deadlines, and management decisions. Use Asana / Trello to assign, monitor, update, and track tasks across departments. Ensure task ownership, deadlines, priorities, and status are clearly recorded. Identify bottlenecks and proactively communicate potential delays to management. Assist management in maintaining visibility over company-wide priorities and projects. 4. Executive Reporting & Data Management Prepare daily, weekly, and monthly updates for the CEO & CFO when required. Consolidate information and reports from different departments into clear management summaries. Assist in preparing dashboards, trackers, pivot tables, and basic business analysis. Organize and maintain confidential company documents and management reports. Ensure information presented to the CEO & CFO is accurate, concise, and easy to understand. 5. Technology & AI The successful candidate must be highly tech-savvy and comfortable using technology to improve executive productivity. Required knowledge includes: Google Workspace: Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, Google Slides, Google Meet. AI tools: ChatGPT and other AI productivity tools for research, summarization, drafting, data analysis, meeting preparation, and workflow improvement. Asana / Trello: task management, project tracking, assignments, deadlines, and reporting. Canva: basic presentation, document, and visual content creation. Microsoft Excel / Google Sheets: formulas, data organization, pivot tables, basic dashboards, and reporting. Ability to quickly learn and adopt new software, systems, and digital tools. 6. Travel & Business Trips Arrange and coordinate domestic and international business trips for the CEO & CFO. Assist with flights, hotels, transportation, meeting schedules, itineraries, and business appointments. Prepare complete travel itineraries and supporting documents. Accompany the CEO/CFO on business trips when required. Be flexible to travel between cities and overseas based on business requirements. 7. Communication & External Coordination Act as a professional point of contact between the CEO/CFO and internal or external stakeholders when required. Draft professional emails, messages, letters, reports, and other business correspondence. Communicate clearly and professionally in fluent English, both written and spoken. Handle sensitive and confidential information with a high level of discretion. Maintain professional relationships with clients, partners, vendors, executives, and employees. Key Qualifications & Personality We are looking for someone who is: Highly organized and extremely detail-oriented. Proactive—not someone who waits to be told what to do. Fast, responsive, and comfortable working in a high-pressure and fast-moving environment. Strong in follow-up and not afraid to chase people for updates. Confident communicating with managers, department heads, and senior executives. Able to prioritize multiple urgent tasks simultaneously. Strong problem-solving and decision-making skills. Fluent in English, both verbal and written. Excellent communication and interpersonal skills. Tech-savvy and AI-oriented, with a willingness to continuously learn new tools. Comfortable working with numbers, reports, spreadsheets, dashboards, and data. Able to maintain confidentiality and demonstrate strong professional judgment. Well-groomed, polished, and professionally presented at all times. Physically energetic and able to work at a fast pace—“walk fast, think fast, act fast.” Flexible with

working hours
when required by the CEO/CFO’s schedule. Willing and able to travel domestically and internationally. Most Important: The Right Mindset This role is not simply an administrative secretary position. The ideal PA should function as the right hand of the CEO & CFO and help ensure that management decisions are actually executed. The person should be someone who: Remembers what others forget. Follows up when others don't. Knows what is urgent before being asked. Can connect information between departments. Can confidently remind senior people about deadlines. Escalates problems instead of hiding them. Protects the CEO/CFO’s time and attention. Turns meetings into actions and actions into completed results. Success in this role is measured not only by how well the PA supports the CEO & CFO, but by how effectively the PA helps ensure that important company decisions, tasks, and projects are followed through to completion.

Job Type
Full-time

Education:
- S1 (Preferred)

Experience:
- Personal Assistant: 2 years (Required) Language:
- English (Required)
- Japanese (Preferred) Work

Location:
In person