Executive Assistant to the CEO
- 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