Executive Assistant at Koolboks

Role Overview

• The Executive Assistant to the Chief Business Officer will provide high-level administrative, operational, and analytical support to enable effective decision-making and execution. This role requires exceptional organizational skills, discretion, data proficiency, and the ability to anticipate needs while managing multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, schedule meetings, and coordinate complex domestic and international travel arrangements.
• Act as the primary point of contact between the Chief Business Officer and internal/external stakeholders.
• Draft, review, and respond to emails, memos, and other correspondence on behalf of the executive team.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.

Data, Reporting & Insights

• Utilize Power BI to create, maintain, and present dashboards and data insights to support informed business decision-making.
• Generate, analyze, and maintain Excel-based reports, ensuring data accuracy and providing actionable recommendations.
• Prepare, review, and edit documents, reports, and presentations using Microsoft Excel, PowerPoint, and Word.

Coordination & Project Management

• Coordinate cross-functional meetings, prepare agendas, document action items, and follow up on deliverables.
• Oversee and manage special projects, ensuring timely execution and alignment with Koolboks’ strategic goals.
• Track progress on initiatives and proactively flag risks or delays.

Process Improvement & Strategic Support

• Develop, document, and implement processes to improve operational efficiency within the executive office.
• Anticipate the needs of the Chief Business Officer and executive team, addressing issues proactively.
• Take initiative to solve problems, streamline workflows, and recommend continuous improvements.

Additional Responsibilities

• Perform any additional duties and evolving responsibilities that support the growth and development of Koolboks.

Required Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• Proven experience as an Executive Assistant or in a similar senior administrative role supporting executives.
• Advanced proficiency in Microsoft Excel, PowerPoint, and Word.
• Hands-on experience with Power BI and data visualization tools.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills.
• High level of integrity, professionalism, and attention to detail.

Preferred Skills & Competencies

• Strong analytical and problem-solving abilities.
• Ability to work independently and exercise sound judgment.
• Experience working in fast-growing or dynamic organizations.
• Proactive mindset with a continuous improvement orientation.