Job Level
Mid-LevelSenior
About the role
- Calendar and Meeting Management: Oversee and coordinate executives’ calendars, ensuring efficient scheduling and avoiding conflicts. Prepare and distribute agendas for key meetings, including leadership team and advisory board sessions.
- Note-Taking and Follow-Up: Attend strategic meetings (e.g., OKRs), take detailed notes, and draft meeting minutes. Track action items, ensuring they are completed within agreed timelines.
- Execution Facilitator: Follow up with directors and other leaders to ensure that leadership initiatives and decisions are implemented.
- Organizational Coordination: Coordinate meetings, collect and organize information needed for presentations. Manage and follow up on semi-annual team retrospectives.
- Report Generation Support: Assist in the creation and consolidation of reports for leadership or the advisory board, ensuring timely availability of critical information.
- 1:1 Coordination: Ensure regular and consistent 1:1 meetings between directors and their teams.
- Travel Coordination: Collaborate with the logistics team to align travel itineraries with executive schedules.
Requirements
- Fluent English: Strong written and verbal communication skills in English. Ability to communicate professionally and fluently in both day-to-day and business contexts.
- Advanced Excel & Reporting Tools: Proficient in using Excel for report creation, management, and analysis of complex data. Experience with reporting tools and data consolidation.
- Proactivity & Autonomy: Self-motivated and able to anticipate needs and take initiative. Ability to take action to ensure tasks and projects are completed on time.
- Exceptional Organizational Skills: Strong planning and organizational skills with keen attention to detail. Proven ability to manage multiple tasks and priorities efficiently.
- Interpersonal Skills: Ability to communicate assertively and effectively with executives and other stakeholders.
- Education: Degree or relevant training in Executive Secretarial Studies, Business Administration, or related fields is a plus.
- Experience: Minimum of 4 years’ experience as an Executive Assistant, Executive Secretary, or in a similar role, providing support to multiple executives. Experience in dynamic and fast-paced environments is preferred.