Role: Executive Assistant to CEO & COO (6 Months Contract)
Reporting directly to the CEO and COO, the Executive Assistant provides executive, administrative, and development support to the founders. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the founders. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. He or She must handle confidential documents and information with discretion.
Responsibilities:
- Assists the CEO/COO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; ensure meticulous travel planning (including visa applications), conduct thorough preparation of itineraries and agendas and meeting documentation.
- Act as the point of contact between the executives and internal/external clients.
- Communicates with the general staff on the CEO’s and COO’s behalf and coordinates logistics with highlevel meetings both internally and externally.
- Coordinate and manage meetings and strategic activities with the Management Team and team members.
- Own the planning and execution of key events, such as Quarterly Management Business Reviews, from logistics to attendee management and content preparation.
- Act as a liaison with the Board of Directors, maintaining discretion and governance in all interactions and communications.
- Conducts specific projects outlined by CEO/COO
- Prepares reports, letters, proposals as directed by CEO/COO
- Supports CEO and COO in his/her external commitments related, including service on external boards, committees and other groups.
- Participate actively in management meetings, aiding in agenda coordination and action item follow-up, to facilitate a collaborative executive team environment.
- Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
- Assists in office management duties where applicable
- Exposure to HR activities as additional development where possible.
- Any other duties assigned by superior.
Requirements:
- At least 5 years secretarial/office administration experience serving Executives.
- Proficient in computer skill; Google Workspace, MS Words, MS Excel, PowerPoint etc
- Fluent in English, both spoken and written.
- A good team player with strong interpersonal skills
- Meticulous with good organizational and planning skills
- Good etiquette, pleasant composure and a positive working attitude
- Ability to work with minimum supervision
- Proven ability to work well in teams
- Keen understanding of stakeholder management & building organizational support
- Detail Oriented, pro-active and a self-starter
