Executive Assistant to the CEO

  • Warszawa, Poland
  • Full-time

Job Description

This role requires attention to detail, solid organizational skills, and the ability to meet tight deadlines while juggling multiple critical requests across teams. The Executive Assistant will act as a seamless extension of the CEO and will work closely with other Executive Assistants. The ideal candidate will be detail-oriented, an experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility, composure, and a good sense of humor.

 

The individual in this role must understand business priorities, demonstrate the ability to proactively anticipate needs and drive improvements to build capacity for the leadership team. A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives inside and outside of the company is critical. The successful candidate will possess the ability to complete complex tasks quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture. She/He should also be able to structure thoughts and statements according to the pyramid principle. The ideal candidate must be able to work successfully in a team environment and build effective working relationships inside and outside the group.

 

Key Responsibilities include:

  • Make smart and timely decisions; understand when to take ownership of a decision and when to involve other parties

  • Management of complex calendar and scheduling to support teams in multiple locations

  • Set up of VC connections for conference call coordination

  • Manage domestic and international travel

  • Manage expense report coordination and submission

  • Organize, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-sites, and team social events)

  • Work closely with the Technical Advisor to CEO to track and help drive completion of key deliverables and follow up on outstanding items

  • Work closely with the leadership team

 

BASIC QUALIFICATIONS

  • 5+ years of experience supporting CEO/VP level executives

  • Advanced English (min. C1) is a must

  • Preferred work experience for expat Board Members and/or in international business environment

  • Experience planning international travel and coordinating meetings and events with participants traveling from other countries

  • Structured thinking and writing skills

  • Ability to prioritize and handle multiple assignments at any given time

  • Strong organizational and interpersonal skills

  • Ability to handle administrative details independently while exercising good judgment in keeping team members adequately informed

  • Excellent collaboration tools management skills (eg. Google Suite, Slack)

  • Extreme attention to detail, enabling a high degree of precision across all activities

  • Bachelors Degree

 

PREFERRED QUALIFICATIONS

  • Strong analytical skills and demonstrated ability to improve processes

  • Experience designing processes to maximize efficiency

  • High levels of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company

  • Ability to anticipate challenges and plan accordingly ahead of need outside of core scheduling functions

  • A continuous improvement mindset with experience proactively identifying opportunities for improvement in executive productivity and communications, and the overall organization’s effectiveness and health

  • Highly motivated, organized individual who is able to work effectively with minimal supervision

  • Meets/exceeds Allegro’s leadership principles requirements for this role

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