Our client is an early-stage technology-driven start-up in an exciting space. They’re seeking an experienced Executive Assistant (EA) to predominantly support the CEO, but will also provide assistance to the full Executive team.
The goal is to help the Executive make the best use of their most precious resource -time - by alleviating administrative burden and helping them to focus on the most critical and high value activities of the business.
The expectation is that you will gain and maintain a deep understanding of the business goals, key initiatives, and stakeholders, and their relative importance, and use this to influence and guide the executives’ task prioritization and level of urgency/responsiveness.
- Oversee all incoming and outgoing communications on behalf of the Executive, including emails, phone calls, texts, etc.
- Organize and prioritize the Executive’s email inbox and flag emails for follow-up.
- Keep the Executive’s calendar up-to-date, including coordinating and scheduling events, rescheduling appointments, and providing daily briefings
- Act as the “gatekeeper” for internal and external contacts, including employees, vendors, colleagues, prospects, partners and clients
- Help the Executive organize and prepare for meetings, such as scheduling prep/dry-runs where appropriate, providing briefings, or conducting research on the participants
- Record meeting notes and pull out relevant take-aways and action items, communicating these clearly to the Executive, and suggesting opportunities for delegation where appropriate
- Enable the Executive to complete their prioritized tasks and follow-ups in a timely manner with proactive reminders or suggestions, and where applicable, draft communications that they may review prior to sending.
- General Operations & Office Management
- Human Resources & Employee Engagement
- Marketing & Communications
- Project Coordination & Tracking
- Organize and store important documents, such as reports, meeting notes, emails, and physical mail
- Act as a liaison between the Executive and the rest of the leadership team, or other key employees, to communicate key decisions, needs, or expectations
- Research and develop recommendations on various topics/needs as required by the executive team, or based on a gap/opportunity that you have seen
- Plan and book the Executive’s travel, providing a well-thought-out itinerary and ensuring a frictionless experience
- Manage the Executive’s business expenses and reconciliation of credit card charges
- Plan and organize key leadership events such as Executive offsites and Board meetings
- Other duties as assigned by the CEO or COO based on the needs of the business, and aligned to the role and responsibilities