Executive Assistant

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.