Executive Assistant

Description The Executive Assistant will provide high-level administrative and operational support to the Chief Executive Officer (CEO) in a fast-paced, dynamic, and global business environment. This role requires a highly resourceful individual who thrives in ambiguity, is exceptionally organized, and can handle sensitive information with the utmost discretion. The ideal candidate will be proactive, results-driven, and have the ability to anticipate the CEO’s needs, allowing for maximum focus on high-impact initiatives. Multilingual proficiency and a background in finance, marketing, or diplomacy will be highly valued. An individual with 7-10 years of experience as an Executive Assistant, ideally supporting a CEO or C-suite executive in a fast-paced, global business. Experience or background in finance, marketing, or diplomacy is a significant advantage. Performance Metrics 1. Executive Assistant will be measured according to the metric below, on a six (6) score rating scale: - Agenda Management, Calendar & Meeting Optimization: Ensure the CEO’s time is strategically allocated, with key meetings prioritized and executed efficiently. Keep the CEO focused on core priorities by managing emails, fielding calls, and handling daily tasks. Ensure that the right stakeholders are informed and prepared for meetings and projects, while maintaining a clear path forward. - Email & Communication Management: Review and prioritize inbound emails and communications, ensuring that the CEO’s time is focused on the most important matters. Respond to routine or delegated communications on behalf of the CEO when necessary. - Project & Communication Management: Manage multiple strategic projects, connecting the dots between departments, and facilitating seamless communication. Ensure timely delivery of reports and materials for review and approval. Facilitate the successful delivery of projects and ensure proactive communication across regions. - Cross-Border Coordination: Play a key role in coordinating with teams and directors across regions. Facilitate communication with other EAs and assist in managing projects across different time zones. - Language Support: Fluency in English is required, along with proficiency in at least one of the following languages: Spanish, Mandarin, Japanese, or Korean. - High-Level Involvement: Prepare materials for board meetings, leadership discussions, and strategic initiatives. Manage pre-work and drafts of reports for CEO approval. Anticipate needs, solve problems before they arise, and keep the CEO informed of all critical updates and priorities. - Travel & Event Management: Handle complex travel logistics, including international and domestic travel arrangements. Organize key company events and ensure all details are managed efficiently. - Operational Efficiency: Identify opportunities for process improvements, ensuring that the CEO’s time and focus are optimized. Job Skills 1. Executive Assistant will possess the following job skills: - High Proficiency * Calendar & Meeting Optimization * Communication Management * Microsoft Office Suite (Excel, PowerPoint, Word) Google Workspace (Gmail, Google Docs, Google Calendar, etc.) * Task Management Software: Experience with tools like Asana, Trello, or Monday.com for project tracking. * Video Conferencing: Proficiency in Zoom, Microsoft Teams, or similar platforms for managing remote meetings. * Collaboration Tools: Familiarity with Slack, Notion, or similar communication and documentation tools. * Soft Skills: Proactive, resourceful, emotionally intelligent, service-oriented, and able to work independently. Additional Skills - Every Executive Assistant must also demonstrate at least 1 additional competency at high proficiency: * Automation Tools: Implement AI-based scheduling or document summarization tools to optimize workflow. * Cross-functional Collaboration: Facilitate communication and collaboration between departments to ensure alignment on strategic initiatives. * Project Reporting & Metrics: Ability to track KPIs and report on the status of ongoing initiatives. Career Growth This role offers opportunities for growth into roles such as Chief of Staff or other senior project management positions, where strategic involvement in company initiatives will be expanded.