Position Summary
We are seeking a high-energy, exceptionally organized, and forward-thinking Executive Assistant to partner directly with our CEO. In a small business, things move fast. You won't just be managing a calendar; you will be the CEO's right hand, helping maximize their time, streamline operations, and keep the business running smoothly. The ideal candidate is a proactive problem solver who thrives in a dynamic environment, possesses flawless communication skills, and handles confidential information with absolute discretion.
Key Responsibilities
1. Strategic Calendar & Time Management
- Proactively manage the CEO’s calendar, serving as the primary gatekeeper to protect their time for high-priority strategic goals.
- Schedule internal and external meetings, ensuring the CEO is fully briefed and prepared with necessary agendas and background materials beforehand.
- Balance conflicting priorities fluidly, making real-time adjustments as business needs shift.
2. Operations & Business Support
- Attend key executive meetings to take comprehensive notes, track action items, and hold team members accountable for deadlines.
- Act as a bridge for smooth communication between the CEO and internal teams, fostering a collaborative company culture.
- Assist with light project management, ensuring small-scale company initiatives stay on track.
3. Communications & Inbox Management
- Manage the CEO’s email inbox: flag urgent items, draft responses, and archive routine inquiries.
- Draft, edit, and proofread professional correspondence, company-wide announcements, investor updates, and presentation decks.
- Represent the CEO and the company with a warm, professional demeanor when interacting with clients, partners, and vendors.
4. Travel & Logistics
- Coordinate seamless domestic and international travel itineraries, including flights, lodging, ground transportation, and dining reservations.
- Manage and reconcile the CEO’s business expenses, ensuring timely submission to accounting.
Requirements & Qualifications
- Experience: 3 to 5+ years of experience supporting C-level executives, preferably within a startup or small business environment.
- Qualifications: Diploma/Higher Certificate/Degree in Business Administration/Office Management.
- Tech Savviness: High proficiency with workspace tools (Google Workspace or Microsoft 365) and project management software (such as Asana, Trello, or Slack).
- Communication: Exceptional written and verbal communication skills; ability to sound like an extension of the CEO.
- Problem-Solving: Strong critical-thinking skills with a knack for anticipating needs before they arise ("anticipatory service").
- Discretion: A proven track record of handling highly sensitive financial, legal, and personnel data with strict confidentiality.
- Adaptability: A "no task is too small" attitude, with the agility to pivot quickly when priorities change.
To apply, send your cv to [email protected]. Should you not hear from us within 14 days, please note your application was unsuccessful.
Application Question(s):
- What is your highest qualification? How many years of experience do you have as Executive Assistant? Are you computer savvy? If yes, which programs are you familiar with.
Work Location: Remote
