Executive Assistant/ Chief of People for the CEO of a US digital marketing group of companies.

Requirements are the following:

• 5+ years of experience in a similar position within an international company.
• Bachelor’s degree in Business or associated field.
• Working experience with AI tools.
• English language – fluent level.
• Working experience with tools such as: Google Drive Central Directory, Dropbox, Pandadoc, etc.
• Analytical skills.
• Skills to streamline the activity.
• Promptness and proactive attitude.
• Excellent communication skills.
• Ownership skills.
• Problem solver skills and focus on solutions.

 

Your responsibilities:

• Managing high-impact projects.
• Proactively managing the CEO’s network and relationships.
• Championing an AI-first culture.
• Managing email inboxes and maintaining prompt and accurate communication between the CEO and everyone else.
• Managing social media inboxes, including Facebook, LinkedIn and Instagram.
• Scheduling the CEO’s time and keeping his calendar up-to-date and visible for the rest of the team.
• Conducting weekly calls with the CEO to stay on top of Action folder.
• Managing the CEO’s to do list via the Things personal task manager.

 

As Needed:

• Drafting and creating proposals and SOWs for the CEO to approve and/ or working with others to facilitate the same.
• Managing CEO’s public appearances.
• Executing special administrative tasks as assigned: handling mail, ordering office supplies, updating payment information on all company tools and software, general trouble-shooting and problem-solving, other miscellaneous office admin tasks as required.
• Assist with all of CEO’s personal travel bookings — hotels, flights, car rentals, etc. — if time permits.
• Supporting HR activities.

 

Other Responsibilities:

• Answering basic software setup and usage questions for new and existing employees/ contractors, troubleshooting software issues, obtaining appropriate outside help as necessary.
• Owning company credit card, making approved purchases, keeping organized records of  invoices and receipts, tracking one time and ongoing expenses, e.g.,for subscription services, coordinating payment and tracking with Accounting.
• Maintaining and enforcing the company time off calendar and guidelines; approving time off requests as necessary.
• Drafting and/ or communicating company-wide messages – important announcements, new policies/ updates, company/ client news, etc., across all necessary channels, e.g., email and Slack.
• Scheduling standard and ad hoc company wide-meetings.
• Maintaining organized and up-to-date file storage systems – e.g., Google Drive Central Directory, Dropbox, Pandadoc.
• Maintaining all company software licenses and keeping accounts and tools up-to-date; serving as default or backup admin for operational software – e.g., G-Suite, Slack, TimeDoctor, LastPass, etc.; maintaining appropriate and timely employee access rights and permission levels, etc.
• Maintaining Zapier automations as necessary and appropriate; getting outside help if required.
• Taking cultural initiatives: e.g., planning, organizing, and executing special events – birthday celebrations, holiday parties, thank you notes and gifts,  etc.

 

Your benefits 🎁

• 100% remote work.
• Flexible schedule.
• Contractor position.
• Growth opportunities in a fast-growing company.
• Collaborative team culture that values results and relationships.