We are looking for an executive assistant to be a supportive force who empowers our founders (CEO, CTO). The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to both founders. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Provide sophisticated calendar management: Prioritise inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
Act as a liaison and support leadership meetings: Arrange and handle all logistics for meetings and events; schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes if necessary.
Complete various administrative tasks that facilitate the founder’s ability to effectively lead the organization, including assisting with special projects, collecting and preparing information for meetings with staff and outside parties, composing and preparing correspondence, maintaining contact lists, making travel arrangements, and completing expense reports.
Work closely with the founders to inform them of upcoming commitments and responsibilities, following up appropriately.
Anticipate their needs in advance of meetings, conferences, etc.
Provide “gatekeeper” and “gateway” roles, providing a bridge for smooth communication between the founders and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
Work with the leadership team to coordinate the CEO’s outreach activities.
Follow up on contacts made by the CEO to cultivate ongoing relationships.
Replenish founder office materials such as snacks, paper, office supplies, etc.
Provide hospitality to guests/visitors and help to create a welcoming environment.
Invest in building long-lasting relationships both externally and internally.
Other projects/duties as assigned for the overall benefit of the organization.
5+ years of relevant administrative experience, including supporting C-level executives, ideally from a global software organization.
Experience working with global teams is preferred.
Experience setting up and managing virtual meeting platforms such as Zoom, Webex, GoToWebinars, Google Hangouts, and conference calls.
Strong relationship management skills and ability to build a personal network throughout the company.
Strong Proficiency in Google Suite (Gmail, Docs, Drive, GMeet) and MS office (Word, Powerpoint)
Able to maintain high integrity and discretion in handling confidential information.
Ability to switch gears at a moment’s notice
True love for technology and what you do
Maniacal attention to detail
Willingness to learn and ability to flourish in a dynamic, high-growth, entrepreneurial environment
This job was posted by Alzen Flores from Uniqode (formerly Beaconstac).