Position: Executive Assistant to the CEO
Number of hours: 20 hours/week
Schedule: IST
Tasks required:
Provide high-level confidential administrative support to the CEO first and foremost, and the Senior Leadership team as required.
Manage and maintain CEO's extremely active calendar of appointments, schedules and travel arrangements.
Screen CEO's emails, archive and professionally compose replies/correspondence on behalf of the CEO when required.
Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls
Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed
Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval
Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants
Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups
Handle sensitive and confidential information with the utmost discretion and professionalism
Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach
Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals
Other ad hoc tasks that would be assigned
Requirements:
Must have 3 years of proven work experience as a Virtual Executive Assistant to the President/CEO or a relevant role
Familiarity with current technologies, like desktop sharing, cloud services and VoIP (G Suite, Zoe, Basecamp, Zoom, Slack, Asana, Notion, etc.)
Strong proficiency in office software and communication tools
Knowledge of online calendars and scheduling (Calendly, Google Calendar)
Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Discretion and the ability to handle confidential information
Excellent phone, email and instant messaging communication skills
Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
Adaptability and a proactive mindset
Professional demeanor and strong interpersonal skills
Ability to work independently and in a team-oriented environment
Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision
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