Executive Assistant

JobPurpose

Provides high-level administrative support to the CEO-Gridora by managing schedules, communications, and confidential tasks. The role requires a proactive approach to ensure the smooth running of daily operations and strategic initiatives. The Executive Assistant serves as the primary point of contact between the CEO and internal/external stakeholders, ensuring efficient communication and execution of priorities.

Qualification:

• A bachelor’s degree in business administration, communications, or a related field.

Experience

• At least 7+ years of experience in an executive assistant or similar role, with at least 3 years supporting C-level executives.

Roles, Responsibilities, Duties

Calendar & Schedule Management

• Manage the CEO’s complex schedule, prioritizing meetings, events, and travel arrangements.
• Coordinate with internal and external stakeholders to arrange appointments and ensure timely responses.
• Anticipate and adjust schedules as necessary to accommodate changing priorities and urgent matters.

Communication & Correspondence

• Act as the CEO's liaison by managing emails, calls, and other communications, ensuring prompt responses.
• Draft, proofread, and distribute high-level correspondence, presentations, and reports on behalf of the CEO.
• Filter and prioritize communications to ensure the CEO focuses on strategic matters.

Meeting Preparation & Documentation

• Prepare agendas, presentations, and briefing materials for meetings, ensuring the CEO is fully equipped.
• Attend key meetings with the CEO, take detailed minutes, and track action items.
• Follow up with relevant stakeholders to ensure timely completion of post-meeting tasks.

Travel Planning & Coordination

• Organize and manage the CEO’s domestic and international travel, including flights, accommodations, and itineraries.
• Coordinate with third parties for visas, transportation, and other travel-related logistics.
• Ensure all travel plans align with the CEO’s schedule and business priorities.

Project & Task Management

• Support the CEO in managing special projects, coordinating with different departments to ensure progress.
• Track deadlines and milestones, providing updates to the CEO on key initiatives.
• Collaborate with the executive team to ensure tasks delegated by the CEO are executed effectively.

Confidential Support & Relationship Management

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Build strong relationships with board members, clients, and key stakeholders, acting as a trusted point of contact.
• Represent the CEO’s office in interactions with internal teams and external partners, ensuring a professional image.

Competencies

Organizational & Time Management Skills:

• Exceptional ability to manage multiple tasks and priorities simultaneously, while maintaining attention to detail.
• Expertise in coordinating complex schedules, travel plans, and high-level meetings.

Communication & Interpersonal Skills:

• Strong written and verbal communication skills, with the ability to draft professional correspondence and reports.
• Excellent interpersonal skills, able to liaise with senior executives, clients, and key stakeholders diplomatically.

Problem-Solving & Decision-Making:

• Ability to anticipate the needs of the CEO and resolve issues quickly and efficiently.
• Proactive in addressing challenges, offering solutions that support executive priorities.

Discretion & Confidentiality:

• Proven ability to handle sensitive and confidential information with professionalism and discretion.
• Trustworthy and reliable, acting as a gatekeeper for the CEO’s office.

Technological Proficiency:

• Advanced skills in using digital tools for scheduling, document preparation, and project tracking.
• Familiarity with virtual meeting platforms and other collaboration tools.

Leadership & Relationship Management:

• Strong leadership qualities, capable of coordinating with other executive assistants and cross-functional teams.
• Excellent relationship-building skills, ensuring smooth communication between the CEO and internal/external stakeholders.