Job Description

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