Executive & Personal Assistant (For Pooling)

Join us as an Executive & Personal Assistant and play a crucial role in supporting the leadership team by managing schedules, coordinating international meetings, and handling administrative tasks with precision. In this role, you’ll ensure seamless communication, execute special projects, and manage personal and business-related needs. Your ability to stay organized, handle sensitive information with discretion, and keep tasks on track will be invaluable in driving the business forward.

Role Overview:

In this essential role, you will be the strategic support system for the executive team, managing calendars, international meetings, and travel arrangements across time zones. You’ll handle administrative duties such as document preparation, data entry, and office management to ensure smooth operations. As the go-to liaison, you’ll manage communications professionally and proactively. You will also coordinate special projects, plan events, and assist with both business and personal tasks, maintaining confidentiality and efficiency.

This is a fantastic opportunity for someone who thrives on organization, discretion, and ensuring seamless day-to-day operations.

Key Responsibilities:

Calendar & Schedule Management:

• Manage and optimize the executive’s schedule, ensuring focus on high-priority tasks
• Coordinate international meetings across multiple time zones
• Plan and manage travel arrangements, including flights, accommodation, and ground transportation
  
  

Administrative Support:

• Handle essential administrative tasks such as document preparation, data entry, and office management
• Ensure smooth operations by keeping tasks organized and on track
  
  

Communication Management:

• Serve as the primary liaison, managing communications and ensuring prompt, professional responses
• Prioritize key communications and respond on behalf of the leadership team
• Handle sensitive and confidential information with discretion and integrity
  
  

Special Projects & Event Coordination:

• Lead special projects from concept to completion, coordinating efforts across international teams
• Plan and execute virtual and in-person meetings, conferences, and events
  
  

Personal Assistance:

• Manage household needs and run personal errands as requested
• Support various personal and business needs upon request
  
  

Required Experience:

• Administrative & Executive Support: At least 4 years in a combined Administrative and Executive Assistant role with a proven track record
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and scheduling tools
• Communication Skills: Excellent written and verbal communication skills to convey information clearly and professionally
• Organizational Skills: Ability to manage multiple priorities and keep tasks organized and on track
• Attention to Detail: Sharp eye for detail to ensure accuracy in document management and communications
• Project Management: Experience leading projects from initiation to completion, coordinating across various departments
• Gatekeeping: Efficiently manage the executive’s schedule and priorities
  
  

Preferred Qualifications:

• Education: Bachelor’s degree in Business Administration, Communications, or related field preferred
• Event Coordination: Experience planning and executing virtual and in-person events
• International Coordination: Experience coordinating travel and meetings across different time zones
• Discretion: Proven ability to handle confidential information with integrity and professionalism
  
  

What You’ll Bring to the Team:

• Strategic Support: Ability to anticipate needs and provide proactive assistance
• Efficiency: Skill in optimizing schedules, managing projects, and keeping tasks on track
• Professionalism: High level of discretion and integrity in handling sensitive information
• Flexibility: Adaptability to support both business and personal tasks effectively
• Initiative: Proactive approach to managing responsibilities and solving problems
  
  

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