Job Overview
We are hiring an Executive Assistant whose work is to protect and multiply time. You will own calendar, communication flow, meeting preparation, follow-ups, travel, and the tracking of every commitment CEO makes or receives. You are the single point of coordination between CEO, and other Stakeholders. Success in this role looks like this: nothing falls through the cracks, every client feels consistently attended to, and CEO hours go only to work that requires personally. This role is a growth path toward Chief of Staff or Client Servicing and Operations roles within the agency.
Key Responsibilities
Calendar Management:
- Coordinate and manage complex schedules for CEO.
- Schedule and prioritize meetings, personal appointments, and events, ensuring optimal time management.
- Manage a balance of 75% business-related and 25% personal-related tasks.
Documentation
- Document and organize CEO ideas to facilitate easy access and reference
- Assist in developing and maintaining organized processes and procedures
- Build agendas for meetings
- Take notes on high level meetings
Communication:
- Act as a liaison between leadership and internal/external stakeholders.
- Draft and edit emails, correspondence, and other documents on behalf of executives.
- Handle CEO’s email by responding and prioritizing communications daily.
- Handle communication with a high level of discretion and privacy.
Travel Arrangements:
- Plan and organize domestic and international travel, including flights, accommodations, and itineraries.
- Ensure travel plans align with business priorities and optimize time efficiency.
Meeting Coordination:
- Arrange and coordinate internal and external meetings, ensuring all necessary resources and materials are prepared.
- Attend meetings, take accurate minutes, and follow up on action items.
- Plan, budget, and find venues to host meetings, events and dinners.
Project Support:
- Assist in project management by tracking deadlines, milestones, and deliverables.
- Collaborate with team members across departments to ensure project-related tasks are completed efficiently.
- Build presentation decks and materials.
Expense Management:
- Efficiently collect and review executive expense reports.
- Verify receipts and ensure compliance with company-related expenses.
- Process and reconcile expense reports in a timely manner.
- Ensure that all charges are accurate and accounted for and that no unauthorized or fraudulent charges were made.
Vendor Relations:
- Collaborate with vendors to reconcile discrepancies and resolve issues.
- Negotiate favorable terms with vendors to optimize cost efficiency.
Delivery and Maintenance Coordination:
- Manage the logistics of personal and office needs, from food deliveries to office supplies.
- Coordinate with cleaners, maintenance personnel, and suppliers to ensure a well-functioning and vibrant workspace.
Confidentiality:
- Handle sensitive information with discretion and maintain a high level of confidentiality.
Job Requirements
- Ability to multitask and prioritise tasks
- Excellent time management skills
- Well-developed organisational skills
- Passionate about technology & Innovation
- Great verbal and written communication skills
- Proactively anticipate the needs of agency leadership and take initiative to address them.
- A “service first” attitude, finding joy in providing “white glove” service to others.
- Outstanding professionalism including a polished and professional demeanor.
Required Skills
