Executive Assistant to the CEO at The People Practice

Summary

Our client who is a prop-tech in the construction space is looking to hire an experienced Executive Assistant to perform more than administrative tasks; the ideal candidate would be the cofounder’s “right-hand person” who enables them to advance company initiatives and goals. They filter and attend to the day-to-day functions that are part of the executive’s role so that the executive can focus on the high-level leadership and strategy functions.

Responsibilities

• Manage the Cofounder’s daily calendar and schedule meetings
• Plan, coordinate and keep contents of Cofounder’s meetings and workshops
• Provide tactical support to the Cofounder to implement ideas
• Respond to inquiries on behalf of the Cofounder
• Provide support and oversight to the Cofounder for special projects and initiatives
• Conduct daily and weekly debriefing with the Cofounder
• Ensure the Cofounder is effective, optimized and efficient at all times
• Accompany the Cofounder to meetings, identify key contacts to network with ahead of meetings, and ensure Cofounder interacts with these key contacts
• Research important contacts that wants to meet with the Cofounder and brief him of their occupation and other necessary details prior to the meeting
• Capture Real-time content of Cofounder at engagements and meetings
• Maintain a task tracker for all tasks assigned by Cofounder to any team member, and follow up frequently on task deadlines with assignee
• Collate action points, timelines and reminders from all meetings the Cofounder attends
• Agree the Cofounders monthly objectives and ensure he works towards achieving this weekly
• Send daily Task and Agenda list to Cofounder, confirm completed tasks and follow up on uncompleted tasks
• Communicate in advance to Cofounder any cause of unavailability or absence from duties
• Submit weekly and monthly activities report to Cofounder
• Coordinate travel arrangements, prepare itineraries, plan logistics, and submit expense reports
• Screen all incoming phone calls, inquiries, visitors, and correspondence, and route accordingly
• Maintain confidentiality on all information shared.
• Manage complex office administrative work requiring the use of independent judgment and initiative
• Provide general administrative support including ordering supplies and managing records in a database for the Cofounder
• Ability to meet deadlines in a fast-paced environment.
• Proactive approach to problem-solving with strong decision-making skills.
• Ability to work under pressure while organizing daily workload by priorities

Qualifications

• Minimum of 3-5 years of experience as an Executive Assistant and a Bachelor's degree in a related course. 
• Advanced knowledge of MS Outlook
• Intermediate to advanced knowledge of MS Office (word/excel/PowerPoint)
• Demonstrated leadership in professional seting
• Demonstrated teamwork and collaboration in a professional seting
• Ability to work with highly confidential material and maintain confidentiality
• Comfortable with technology and social media (advanced skills a plus)
• Seeks out challenges and opportunities to grow
• Business partner attitude and approach
• Demonstrated leadership in professional seting
• Demonstrated teamwork and collaboration in a professional seting

Must have skills

• Effective Communication Skills
• Problem solving
• Judgement and decision-making
• Critical thinking
• Ability to take ownership and make decisions independent of customer involvement (proactive)
• Proven ability to work independently and as a team member
• Good communication skills (writen and oral)
• Good organizational, multi-tasking and time management
• Highly responsive, flexible and adaptable
• High level of professionalism