Executive Assistant

Job Summary:

We currently searching for a highly motivated and experienced Sr. Executive Administrative Assistant to support our Chief Product Officer and leadership team.

Responsible for managing a complex calendar, handling sensitive communications, coordinating travel arrangements, preparing necessary documents, and acting as a gatekeeper to the CPO’s time.

The ideal candidate will be an organized, proactive professional capable of managing their workload and prioritizing tasks in a fast-paced start-up style / private equity environment.

Key Responsibilities:

• Provide comprehensive and proactive support to the CPO, managing an extremely active calendar of appointments, and scheduling meetings and travel arrangements.
• Act as the point of contact between the executives and internal/external clients, maintaining professional and courteous communication.
• Importantly, emulate the character and brand of the CPO as his key representative both internally and externally
• Proactively manage future travel arrangements, booking each trip completely at a time (flight, hotels, transfers) at least 2 weeks in advance of the trip to secure best prices (longer lead time for international trips)
• Respond to meeting requests and have scheduled no longer than 48 hours from request escalating where help needed
• Manage email correspondences on behalf of CPO, responding to queries promptly and autonomously where possible. Quickly check in with CPO on teams / text if urgent messages are received
• Process expense reports weekly and coordinate with finance departments.
• Prepare reports, collect and analyze information, and create presentations as needed.
• Handle confidential information and ensure discretion at all times.
• Organize and maintain files and document management systems.
• Coordinate and oversee logistics for executive-led events, such as board meetings, conferences, and town halls.
• Assist in the preparation for and follow-up on executive meetings.
• Implement and maintain office systems and procedures to enhance productivity and efficiency.
• Contribute to team effort by accomplishing related tasks as needed.
• Take ownership of specific projects assigned, managing deadlines and coordinating with relevant teams.
• Maintain a professional demeanor and be flexible in a fast-paced environment with changing priorities

Qualifications:

• Bachelor’s degree is preferred, or equivalent professional experience.
• Minimum of 10 years of experience in executive support, preferably at the C-level.
• Excellent Microsoft Office skills, with an emphasis on Outlook, Teams, Word, Excel, and PowerPoint.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, and clients.
• Strong written and verbal communication skills.
• Ability to manage complex and highly confidential information.
• Adept at multitasking, managing priorities, and meeting deadlines.
• Comfortable working autonomously and in a collaborative team environment.