Executive Assistant to the CEO

Position: Executive Assistant to the CEO

Number of hours: 20 hours/week

Schedule: IST

Tasks required:

- Provide high-level confidential administrative support to the CEO first and foremost, and the Senior Leadership team as required.

- Manage and maintain CEO's extremely active calendar of appointments, schedules and travel arrangements.

- Screen CEO's emails, archive and professionally compose replies/correspondence on behalf of the CEO when required.

- Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls

- Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed

- Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval

- Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants

- Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups

- Handle sensitive and confidential information with the utmost discretion and professionalism

- Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach

- Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals

- Other ad hoc tasks that would be assigned

Requirements:

- Must have 3 years of proven work experience as a Virtual Executive Assistant to the President/CEO or a relevant role

- Familiarity with current technologies, like desktop sharing, cloud services and VoIP (G Suite, Zoe, Basecamp, Zoom, Slack, Asana, Notion, etc.)

- Strong proficiency in office software and communication tools

- Knowledge of online calendars and scheduling (Calendly, Google Calendar)

- Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients.

- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

- Discretion and the ability to handle confidential information

- Excellent phone, email and instant messaging communication skills

- Highly organized and detail-oriented; able to efficiently prioritize multiple tasks

- Adaptability and a proactive mindset

- Professional demeanor and strong interpersonal skills

- Ability to work independently and in a team-oriented environment

- Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision

Originally posted on Himalayas