What are the responsibilities and job description for the Executive Assistant position at Alynix-BAAM.Tech?
Alynix-BAAM.Tech is seeking a highly organized, proactive, and resourceful Executive Assistant to support our Chief Executive Officer (CEO). This role is instrumental in enhancing the CEO’s effectiveness by providing exceptional administrative and operational support, ensuring that day-to-day activities run smoothly and strategically. The ideal candidate is a detail-oriented, strong communicator and a trusted partner who thrives in a fast-paced, high-growth environment.
Job Summary:
The Executive Assistant to the CEO will manage schedules, communications, and logistics while serving as a key point of contact between the CEO and internal/external stakeholders. This individual will be responsible for preparing materials, coordinating meetings and travel, managing sensitive information, and supporting special projects and company initiatives led by the CEO.
Key Responsibilities:
- Executive Calendar & Schedule Management: Manage the CEO’s calendar, including scheduling internal and external meetings, prioritizing appointments, and anticipating scheduling needs.
- Documentation & Reporting: Prepare and manage executive documents, presentations, reports, proposals, and data summaries with a high degree of accuracy.
- Communication & Correspondence: Draft, proofread, and manage professional communications on behalf of the CEO. Act as a liaison between the CEO and internal teams, clients, and partners.
- Meeting Preparation & Support: Organize meetings, prepare agendas, take detailed notes, and track follow-up tasks to ensure action items are completed.
- Project & Initiative Support: Assist in tracking and supporting key business initiatives and projects led by the CEO, ensuring timely progress and alignment across departments.
- Information Management: Handle confidential and sensitive information with discretion. Maintain organized digital and physical filing systems.
- Travel & Logistics: Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, and expense reporting.
- Cross-Functional Collaboration: Coordinate and communicate effectively with all departments to support the CEO in driving company goals and operational initiatives.
- Process Improvement: Proactively identify ways to enhance executive workflows, streamline communication, and improve administrative processes.
Qualifications:
- Strong organizational and time management skills with impeccable attention to detail.
- 3 years of experience as an Executive Assistant supporting C-level executives, preferably in a fast-paced or high-growth environment.
- Proficiency in Microsoft Suite and Google Workspace.
- Experience with CRM and ERP tools such as HubSpot and Netsuite.
- Excellent written and verbal communication skills.
- Ability to handle confidential information with professionalism and discretion.
- Proactive mindset with strong problem-solving abilities and a sense of urgency.
- Ability to work independently while also collaborating with internal teams and external partners.
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration or a related field preferred.
