Executive Assistant at Hive HR

Job Summary

• We seek a highly skilled, proactive Executive Assistant (EA) to the CEO to provide high-level administrative and operational support.
• This role ensures smooth operation of the CEO's office, optimizes efficiency, and supports strategic priorities.
• The EA will manage calendars, communications, stakeholder engagement,record-keeping,basic compliance filings (e.g., CAC/tax), and project coordination.
• The ideal candidate has strong research capabilities to support informed decision-making.

Key Responsibilities
Executive Office & Administrative Support:

• Manage CEO’s calendar, schedule meetings, and coordinateevent logistics
• Handle email/calls, ensuring<24-hour response time
• Prepare reports, presentations, and strategic briefs.
• Document meeting minutes, track action items, and ensure100% closure
• Maintain records, contracts, and organized document systems.
• Process purchase orders (POs), track invoices, and manage receipts

Strategic & Operational Support:

• Track projects usingAsana, Notion, or G-Suiteto monitor action items for events, branding, and finance.
• Assist with strategic projects and partnerships.
• Conduct research and data analysis.
• Draft/review internal policies and agreements.

Stakeholder Engagement:

• Coordinate communication between the CEO andCEO, COO, and key stakeholders.
• Draft/distribute stakeholder reports and documentation.
• Support external communication strategies.

Confidentiality & Risk Management:

• Maintain confidentiality of executive matters.
• Enforce data protection protocols.

Qualifications & Experience

• Bachelor’s degree.
• 5+ years supportingC-suite executives/senior leadership
• Experience in record-keeping, basic compliance (e.g., CAC/tax filings), and contract management.
• Discreet, efficient management of high-level responsibilities.
• Experience in events management preferred.

Skills & Competencies

• Executive Support & Project Management
• Tech Proficiency: Google Workspace, Slack, Asana, Airtable
• Stakeholder Engagement
• Time Management & Integrity
• Excellent Communication

Work Conditions

• Hybrid schedule: 3 days on-site (Victoria Island), 2 days remote
• Flexibility for occasional high-stakeholder interactions.
• Occasional travel for event logistics.

Pay

• Competitive, commensurate with experience.