About Kayana

Kayana is one of the fastest-growing companies, empowering small and medium-sized businesses with cutting-edge technology to compete with larger enterprises in the ordering and payments space. As a disruptive force in the industry, we provide everything from essential point-of-sale systems to advanced solutions like self-service kiosks, enabling brands to scale and succeed.

Our mission is simple: to help businesses thrive through innovative technology. With operations across the USA, UK, Europe, Australia, and the Middle East, Kayana is proud to foster an inclusive and dynamic culture. Every employee is supported with a personalized development plan, offering clear and achievable career paths for long-term growth.

About You

We are seeking a highly organized and proactive Executive Assistant (EA) to provide direct support to the Chief Executive Officer (CEO). The ideal candidate will act as a trusted partner, ensuring the CEO’s time, priorities, and communications are managed efficiently.

This role requires exceptional attention to detail, professionalism, and the ability to anticipate needs in a fast-paced, entrepreneurial environment.

Key Responsibilities

Executive Support

• Manage and maintain the CEO’s calendar, ensuring all meetings, calls, and travel arrangements are effectively scheduled and prioritized.
• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Draft, review, and prepare correspondence, presentations, and reports on behalf of the CEO.
• Handle confidential information with discretion and integrity.
• Track and follow up on pending deliverables, ensuring timely responses and updates.

Administrative Management

• Coordinate travel logistics, visa arrangements, itineraries, and accommodations.
• Prepare meeting materials, take detailed minutes, and ensure timely dissemination of action points.
• Organize and support leadership meetings, company events, and external engagements.
• Maintain and update documentation, contracts, and corporate records as required.
• Oversee expenses, reimbursements, and budget tracking for the CEO’s office.

Communication & Coordination

• Liaise with internal teams (HR, Operations, Finance, Legal, Marketing, and Product) to streamline cross-functional initiatives.
• Draft professional business emails and communication on behalf of the CEO.
• Ensure the CEO is fully briefed and prepared for meetings, presentations, and business trips.
• Support special projects and company priorities as assigned.

What We’re Looking For

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum 5 years of experience as an Executive Assistant, preferably supporting C-suite executives or Founders in a tech or fast-growth company.
• Strong command of English (written and verbal).
• Advanced proficiency in Google Workspace (Docs, Sheets, Calendar, Drive) and modern collaboration tools (Zoom, Slack, etc.).
• Excellent organizational, time management, and multitasking skills.
• High emotional intelligence, discretion, and professionalism.
• Strong business acumen with the ability to understand priorities and anticipate needs.

Why Join Us?

At Kayana, you’ll be part of a fast-growing global company where your contributions will make a direct impact.

We offer:

• A clear path for career growth.
• The opportunity to set up and shape the compliance framework for a growing international business.
• A supportive and collaborative environment where your success is celebrated.