Executive Assistant at Aquantuo

About this Role

• The Executive Assistant (EA) to the Chief Servant at Aquantuo plays a critical role in ensuring the CEO’s effectiveness and efficiency by managing schedules, coordinating executive communications, handling confidential information, and overseeing strategic initiatives. 
• This role requires a highly organized, proactive, and detail-oriented individual who can operate in a fast-paced, high-growth, multi-location environment. 
• The EA serves as a trusted advisor and gatekeeper, balancing administrative support with strategic execution to optimize the Chief Servant’s time and priorities.

Responsibilities
Executive Support & Administrative Management:

• Manage the Chief Servant’s calendar, appointments, and travel arrangements, ensuring optimal time management.
• Coordinate and organize board meetings, leadership team meetings, and investor relations activities, including agenda preparation and minutes documentation.
• Screen and prioritize emails, calls, and correspondence to ensure critical issues receive immediate attention.
• Draft, edit, and proofread presentations, reports, memos, and internal communications on behalf of the Chief Servant.
• Serve as a liaison between the Chief Servant and internal departments, ensuring alignment on strategic priorities.

Strategic & Business Operations Support:

• Assist in the execution of high-priority projects and initiatives that align with Aquantuo’s business strategy.
• Conduct research and analysis on industry trends, competition, and market expansion opportunities.
• Track and follow up on key performance metrics, strategic goals, and leadership action items.
• Prepare briefing materials and reports for meetings, ensuring the Chief Servant is well-informed.
• Coordinate cross-functional collaboration between departments (Operations, Sales, IT, Marketing, HR, Finance) to drive efficiency.

Internal & External Stakeholder Engagement:

• Represent the Chief Servant in high-level meetings, partner engagements, and customer interactions when necessary.
• Facilitate external partnerships, investor relations, and government/regulatory interactions as required.
• Maintain strong relationships with Aquantuo’s advisory board, key clients, and stakeholders.
• Support in drafting and managing executive correspondence, PR materials, and media engagements.

Governance, Compliance & Confidentiality:

• Ensure strict confidentiality and discretion when handling sensitive company and personal information.
• Monitor and ensure compliance with corporate governance policies, legal requirements, and ethical standards.
• Assist with the preparation and filing of company documentation, agreements, and contracts in coordination with legal counsel.

Corporate Social Responsibility (CSR) & ESG Initiatives:

• Support the CEO in driving Aquantuo’s Environmental, Social, and Governance (ESG) initiatives.
• Assist in planning and executing CSR activities, employee engagement programs, and brand-building initiatives.

Performance Metrics (KPIs)

• Calendar Efficiency: Ensuring the Chief Servant maintains a well-structured schedule.
• Task Completion Rate: Timely execution of assigned strategic and operational tasks.
• Stakeholder Management: Quality of engagement with key external and internal partners.
• Project Success Rate: Effectiveness in managing CEO-driven projects.
• Confidentiality & Compliance: Zero breaches in handling sensitive company information.

Requirements
Educational Qualification:

• Candidates should possess a Bachelor's Degree in Business Administration, Communications, Management, or a related field. MBA is a plus.

Experience:

• 5+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting a C-level executive.
• Experience in logistics, e-commerce, supply chain, or tech-driven companies is a strong advantage.

Technical Skills:

• Proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Bitrix, Asana, Trello, Monday.com).
• Familiarity with CRM systems, financial dashboards, and data reporting tools.

Soft Skills:

• Exceptional organizational and time-management skills.
• Strong problem-solving and analytical abilities.
• Excellent verbal and written communication.
• Ability to work under pressure, manage multiple priorities, and handle ambiguity.
• Discretion, professionalism, and emotional intelligence.