Executive Staff

Primary Purpose of the Position

As an Executive Assistant you will join our dynamic Administration to Act as the point of contact among executives, employees, clients, and other external partners.

Duties and Responsibilities

Executive Support:

• Manage and optimize the CEO's calendar, including scheduling meetings, coordinating events, and ensuring deadlines are met.
• Meticulously manage the CEO's complex schedule, ensuring efficient time allocation and timely appointments.
• Handle all communication on behalf of the CEO, including, phone calls, and written correspondence, maintaining confidentiality and discretion at all times.
• Prepare and organize documents, reports, presentations, and meeting materials for the CEO.
• Conduct research, gather data, and provide insights to assist in decision-making.

Administrative Management:

• Arrange all aspects of domestic and international travel, including flights, accommodations, itineraries, and ground transportation CEO and the executive team
• Serve as a liaison between the CEO and internal departments, ensuring smooth communication and timely resolution of issues.
• Oversee and manage special projects, ensuring they are executed effectively and align with company goals.
• Assist with ad hoc projects and initiatives as assigned by the CEO
• Assist in the preparation of executive committee meetings, board meetings, and other key events.
• Prepare agendas, gather materials, and coordinate logistics for internal and external meetings.

Stakeholder Management:

• Establish and maintain relationships with key stakeholders, including clients, partners, and board members.
• Represent the CEO in meetings when necessary, taking notes, providing feedback, and ensuring follow-up actions are completed.

Office Administration:

• Ensure that various administrative tasks are aligned and accomplished such as documenting expenses, filing reimbursements, filing fund requests, organizing and keeping receipts, tracking of deliveries and monitoring day to day expenses for or on behalf of the CEO.
• Oversee the day-to-day operations of the executive office, including office supply management and coordination with other administrative staff.
• Handle sensitive and confidential information with the highest level of integrity.
• Perform other tasks as assigned and agreed by both parties (employer and employee).