Executive Assistant

Job Overview: We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to support a fast-paced and dynamic CEO. The ideal candidate will excel in managing a complex and rapidly changing schedule, effectively handling email inboxes, coordinating with internal teams, and ensuring the CEO stays on top of key priorities and projects. This role requires someone with exceptional communication skills, the ability to think on their feet, and a strong knack for anticipating needs and streamlining tasks.

Key Responsibilities:

• Manage CEOs Complex Schedule: Proactively organize and maintain the CEOs calendar, arranging meetings, appointments, and travel, ensuring there are no conflicts and that key priorities are met.
• Email Inbox Management: Oversee and prioritize the CEOs inbox, filtering emails, responding on behalf of the CEO when appropriate, and ensuring urgent messages are flagged for immediate attention.
• Project Tracking: Keep track of ongoing projects across different departments, ensuring that timelines, deliverables, and priorities are aligned with the CEOs objectives.
• Internal Coordination: Liaise with internal teams, ensuring they are aligned with the CEOs goals and keeping them informed of updates, deadlines, and any changes in direction.
• Keep CEO Informed: Prepare daily briefings and concise reports for the CEO, highlighting key meetings, events, and deadlines. Ensure the CEO has everything they need to stay ahead of tasks and make informed decisions.
• Prioritize Key To-Dos: Assess and streamline the CEO’s to-do list, focusing on the most critical tasks and delegating others where possible. Help the CEO focus on what matters most while staying on top of smaller details.
• Communication Management: Act as the primary point of contact for the CEO, handling calls, meeting requests, and queries efficiently, ensuring smooth communication internally and externally.
• Event Planning: Coordinate and assist with the planning of meetings, events, and conferences, including setting up locations, organizing materials, and preparing the CEO’s schedule and speeches.
• Document Preparation: Prepare presentations, reports, and other documents needed by the CEO, ensuring they are ready ahead of time and align with the CEO's style and expectations.
• Anticipate CEO’s Needs: Maintain a proactive approach, anticipating the CEO’s needs before they arise and ensuring everything is organized for maximum efficiency.

Requirements:

• Proven experience as an Executive Assistant or similar role supporting a busy executive, ideally in a fast-paced, high-pressure environment.
• Exceptional organizational and time-management skills, with the ability to manage multiple competing priorities.
• Strong ability to filter and prioritize emails, meetings, and tasks to keep the CEO focused on high-impact activities.
• Excellent communication skills, both written and verbal, with the ability to interact with internal teams, clients, and high-level stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools (Google Workspace, project management software).
• Experience with travel coordination, calendar management, and maintaining a high level of confidentiality.
• Ability to work independently, take initiative, and anticipate the needs of the CEO without constant supervision.
• Adaptable, flexible, and comfortable working in a fast-changing environment with shifting priorities and demands.
• Strong problem-solving skills, with the ability to think quickly and manage unexpected challenges.
• Impeccable attention to detail, ensuring no task or deadline is overlooked.

Preferred Qualifications:

• Bachelor's degree in Business, Communications, or a related field.
• Experience with project management software (e.g., Asana, Trello, Monday.com).
• Previous experience managing high-level executive schedules, particularly for C-suite leaders.
• Strong ability to manage high-stress situations with grace and professionalism.