Executive Assistant

We’re currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. The responsible for managing the schedules and communications of key company executives, and the duties include prioritizing emails and phone calls, gathering & analyzing documents to prepare for meetings and coordinating travel arrangements. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Objectives of this role

• Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently

• Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows

• Manage communication with employees by liaising with internal and external executives on various projects and tasks

• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Responsibilities

• Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics

• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives

• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals

• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database

• Maintain professionalism and strict confidentiality with all materials

• Organize team communications and plan events, both internal and off-site

• 4-5 years+ of experience in an administrative role reporting directly to upper management/ CEO

• Excellent written and verbal communication English skills

• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects

• Proficiency with office productivity tools (Google drives, Sheets, Docs, Excel, Powerpoints…) and an aptitude for learning new software and systems

• Flexible team player, willing to adapt to changes and unafraid of challenges

• Ability to maintain confidentiality of information related to the company and its employees