Key Responsibilities

Administrative Support & Calendar Management

• Manage an extremely active and complex calendar, ensuring the CEO's time is prioritized effectively and aligned with company goals.

• Coordinate complex, multi-leg domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.

• Prepare, review, and process expense reports for the CEO in a timely manner.

• Organize and maintain digital and physical filing systems for executive records.

Communication & Gatekeeping

• Serve as the primary point of contact and gatekeeper for internal and external constituencies on all matters pertaining to the CEO.

• Screen and manage incoming emails, phone calls, and mail, drafting responses or redirecting inquiries as appropriate.

• Draft, review, and format internal memos, external correspondence, and executive presentations on behalf of the CEO.

• Liaise with the Board of Directors, investors, and high-profile partners with a high degree of professionalism and emotional intelligence.

Meeting & Project Coordination

• Plan, coordinate, and execute executive meetings, off-sites, and Board of Directors meetings, including logistics, catering, and technology setup.

• Prepare and distribute meeting agendas, briefing materials, and presentations prior to meetings.

• Attend executive meetings to take detailed minutes, track action items, and ensure timely follow-up by responsible parties.

• Manage ad-hoc projects on behalf of the CEO, collaborating with various department heads to ensure deadlines are met.

Qualifications & Skills

Experience & Education

• 1 years of experience supporting C-level executives (experience supporting a CEO is highly preferred).

• Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent practical experience).

Required Skills

• Exceptional Organization: Ability to manage multiple priorities simultaneously, meet deadlines, and maintain meticulous attention to detail.

• Tech Savvy: High proficiency in [Google Workspace / Microsoft Office 365], Zoom, Slack, and expense management software (e.g., Concur, Expensify).

• Discretion & Confidentiality: Proven ability to handle sensitive information with impeccable judgment and strict confidentiality.

• Communication: Flawless written and verbal communication skills, with the ability to adopt the CEO's voice when drafting correspondence.

• Proactive Problem Solving: A forward-thinking mindset capable of anticipating challenges, proposing solutions, and acting independently.

• Adaptability: Flexibility to adapt to changing priorities and occasional after-hours requests in a dynamic, fast-paced environment.