Executive Assistant

Executive Assistant

The scope of the role is to serve as the sole support system for the CEO of a technology company by managing all activities related to their personal and professional life. The assistant will be working independently from in the company’s headquarters and be exclusively responsible for a broad range of duties related to managing the principals’ day-to-day commitments. The assistant’s duties are to provide impeccable administrative support and organization to ensure activities run seamlessly.

Summary of Position:

The key function of the job is to serve as a gatekeeper and keep the principal organized and on track with projects and priorities, as well as to manage the assistant’s own duties, as described below. The assistant must be proactive and display highly efficient, accurate and effective organizational skills and demonstrate excellent attention to detail. Strong writing and communication skills – as well as interpersonal skills – are essential. Daily tasks will include: calendar management, appointment scheduling, logistical coordination, general correspondence, mail sorting, serving as liaison between principal and various offices, and personal errands; other responsibilities will include meeting and event coordination, periodic research, and travel planning. The position includes access to personal and confidential information and requires considerable discretion and diplomacy.

Essential Job Functions:

• Manage day-to-day calendar and schedule daily appointments
• Fielding, prioritizing and responding to large volume of meeting requests
• Draft correspondence (composition, proofreading, editing) and occasional reports
• Organize and maintain upkeep of office and files: paper and electronic filing structure, office equipment (computers, printers, fax) and supplies.
• Manage, liaise and organize company activities
• Coordinate and oversee domestic and international travel arrangements
• Coordinate and manage on-going projects and special assignments as needed
• Respond to incoming emails, and calls
• Collect, sort and prioritize invitations and relevant mail
• Coordinate reconciliation of expenses with bookkeeper and accountant
• Coordinate with Controller on various accounting and bookkeeping related tasks
• Arrange, plan and coordinate logistics for occasional events
• Conduct Internet research.
• Assist/staff and occasionally represent at events and meetings

Job Qualification

• Ability to communicate effectively in English
• Preference for working in an office alone
• Excellent organizational ability

• Ability to anticipate needs and prioritize effectively
• Excellent detail orientation and multi-tasking ability
• Strong follow-through skills and ability to meet deadlines
• Strong written and verbal communication skills
• Strong editing skills and ability to compose a variety of correspondence
• Ability to communicate fully and regularly about status of projects/work
• Confidentiality and discretion at all times
• Ability to manage time and projects efficiently
• Professional demeanor at all times
• Excellent ability to communicate with high-level relationships Ability to be a self-starter and demonstrate proactive problem-solving skills
• Ability to work independently and as a team when needed
• Knowledge of standard office procedures and practice
• Trustworthy, principled, and friendly
• Responsible, timely and reliable Excellent computer skills with experience with MS Outlook, Word, Excel, PowerPoint, Dropbox, Internet & Social Networking, Google Suite

Schedule: Monday to Friday 8:30 am to 5:30 pm, on-site position.

Job Types: Full-time, Contract

Benefits:

• Paid time off
• Heath and dental insurance