Executive Assistant

Our US Partner is a venture capital firm that invests in early-stage startups, focusing on innovative technology and disruptive business models. They aim to support entrepreneurs with not just funding, but also strategic guidance and resources to help them scale. The firm emphasizes collaboration and building long-term partnerships with founders, fostering an ecosystem that encourages growth and success.

We are seeking a highly skilled and motivated Executive Assistant to provide comprehensive support to the CEO. The purpose of this role is to provide high-level executive support to the CEO, ensuring that their time is maximized, priorities are effectively managed, and business objectives are achieved smoothly. The Executive Assistant will anticipate needs, execute critical tasks, and serve as a strategic partner in maintaining the flow of business operations.

This is a full-time role, on a US shift and on a WFH set-up.

If you have the right skill set, this may be your opportunity to enter this fast- growing organization.

DUTIES AND RESPONSIBILITIES:

1. Comprehensive Calendar & Travel Management

• Manage the CEOs complex calendar, ensuring all meetings are prioritized, conflicts resolved, and time is allocated effectively for work that requires focus.

• Organize all aspects of travelboth domestic and internationalanticipating potential challenges and preparing contingency plans.

• Proactively prepare CEO for upcoming meetings, including organizing briefing materials, synthesizing background information, and arranging follow-ups.

• Coordinate key initiatives and special projects, ensuring milestones are met and deliverables are completed.

• Track and follow up on all delegated tasks, ensuring they are completed on time and to the standard expected.

• Act as a liaison between the CEO and internal teams, ensuring clear communication and addressing issues as they arise without burdening the CEO.

• Act as the CEOs main point of contact, effectively screening emails, phone calls, and messages.

• Draft and edit correspondence on behalf of the CEOranging from internal emails to external communications, ensuring that they align with the CEOs voice and goals.

• Anticipate questions, concerns, and follow-ups, and handle them when appropriate to free the CEOs bandwidth.

• Ensure that all meetings are well-organized, with clear agendas, expected outcomes, and appropriate materials distributed in advance.

• Take detailed notes during meetings, tracking action items and ensuring that next steps are clearly communicated and followed through.

• Proactively identify opportunities for improving meeting productivity, from optimizing scheduling to ensuring all participants are informed of relevant context.

• Organize and maintain sensitive information, including key files, contact lists, investor data, and project archives.

• Develop streamlined systems to ensure that critical information is accessible to the CEO as needed, whether financial reports, strategic documents, or meeting notes.

• Assist in analyzing data, providing summaries and key takeaways that help the CEO make informed decisions efficiently.

• Build strong relationships with key stakeholdersincluding investors, board members, and clientsacting as a trusted point of contact.

• Coordinate relationship-building activities, such as personalized thank-you notes, follow-ups, and social engagements to strengthen strategic partnerships.

• Maintain a pulse on the organizations broader priorities to help align the CEOs time and energy with high-impact engagements.

• Anticipate and assist with personal tasks and obligations to allow the CEO to stay focused on business priorities.

• Actively seek to improve the CEO's work-life balance by managing downtime, preparing daily schedules that minimize stress, and identifying opportunities to streamline responsibilities.

• Coordinate personal appointments, social engagements, and family-related matters when required, ensuring that everything runs seamlessly.

• Always be looking for ways to optimize the CEOs workflow and recommend process improvements.

• Stay one step ahead by anticipating needswhether its adjusting the days schedule in light of new priorities, providing solutions before questions are asked, or managing the CEO's work environment for peak productivity.

• Develop new templates, systems, and protocols to reduce repetitive tasks and make operations more efficient.

SKILLS & QUALIFICATIONS:

1. Organizational Excellence: Strong planning and coordination abilities to manage complex schedules and competing priorities.

1. Communication: Exceptional written and verbal communication skills, with the ability to represent the CEO's voice effectively.

1. Technology Proficiency: Advanced skills in Microsoft Office (Excel, PowerPoint, Word), and project management tools like Asana, Trello, or Monday.com.

1. Creativity: Ability to craft engaging presentations, marketing materials, and visually compelling documents to support the CEO in communication and branding. Use of Miro.com, Photoshop, Canva, etc.

1. Social Media and Web Management: Experience managing social channels (LinkedIn, Facebook, Twitter) and maintaining website content to help amplify the company's brand presence. Use of GPT to create blogs.

1. Discretion and Confidentiality: Experience handling sensitive information and maintaining high standards of confidentiality.

1. Relationship-Building: Strong interpersonal skills to build relationships across all levels, both inside and outside the organization.

1. Problem-Solving: Ability to identify problems, create solutions, and execute them independently.

PERSONAL QUALITIES:

• High Emotional Intelligence: The ability to understand and manage emotions, communicate effectively, and defuse tense situations when needed.

• Adaptability: Flexibility to deal with unexpected events and adjust plans accordingly.

• Detail-Oriented: No detail is too small when it comes to ensuring the CEO is prepared and optimized for their day.

• Anticipatory Insight: Foresees upcoming needs and has a plan in place before the CEO even asks.

• Entrepreneurial Spirit: Seeks growth opportunities for both the business and themselves.