Job Description
The Executive Assistant plays a critical and highly-visible role in the company, supporting the CEO with a rapidly expanding team, providing high-level administrative support and ensuring the smooth operation of the executive office. This role involves managing the CEO’s schedule, coordinating meetings, handling communications, and assisting with various administrative tasks to enhance the CEO’s productivity and efficiency. Regular interaction with other executives, department heads, and external partners is required to ensure effective support for the CEO.
The ideal candidate is highly organized and service-oriented, with experience working in creative environments. The right candidate will also help proactively improve team communication and processes as we continue to build and scale our organization. Someone who is passionate about making a meaningful impact on the day-to-day productivity and success of his/her Executives, their teams, and company at large will thrive in this position.
Responsibilities:
Administrative Support:
- Manage the CEO’s calendar, schedule appointments, and coordinate meetings across multiple time zones.
- Prepare and organize meeting agendas, materials, and minutes.
- Handle incoming and outgoing communications, including emails, WhatsApp messages, phone calls, and correspondence.
- Prepare and track business expenses, ensuring accurate reporting and timely reimbursement.
- Keep record of all expenses spent using the company cards and deliver them to the Finance team in a timely manner.
Travel Coordination:
- Arrange travel itineraries, accommodations, and transportation for the CEO and the Senior Leadership Team.
- Prepare travel expense reports and ensure timely reimbursement.
- Document Management:
- Draft, review, and edit documents, presentations, and reports.
- Maintain organized files and records, both electronic and physical.
Event Planning:
- Assist in planning and coordinating company events, meetings, and conferences.
- Manage logistics, including venue selection, catering, and equipment setup.
Project Assistance:
- Support the CEO in various projects and initiatives, ensuring timely completion.
- Conduct research and gather information as needed for decision-making.
- Track project timelines, monitor progress, and provide updates on whether projects are on schedule or delayed.
Liaison Role:
- Act as a point of contact between the CEO and internal/external stakeholders.
- Facilitate communication and follow-up on action items from meetings.
Confidentiality:
- Handle sensitive and confidential information with discretion and professionalism.
- Ensure the security of executive communications and documents.
