Executive Assistant at Vendease

ABOUT THE ROLE

As an Executive Assistant at Vendease, you will be responsible for performing specialised functions to ensure a high level of productivity for the Executive. You will provide efficient and responsive support to the Executive.

JOB DESCRIPTION

Executive Support and Liaison

• Coordinate high level meetings, prepare meeting notes and other notes as required; create streamlined communication between the Executive and other parties

• Develop and manage communication protocols for both internal and external stakeholders

• Respond to the Executive and third parties’ requests for information, provide full assistance to the Executive during absences to ensure a high level of service is maintained

• Organise and prioritise the Executive’s to dos, plan, organise and provide assistance that is in line with the Executive’s workload, work habits and preferences

• Effectively track and manage the Executive’s project and ensure all projects are executed according to agreed timeline

• Serves as the Executive’s administrative liaison to the Senior Management team and high level external  stakeholders

• Maintains discretion and confidentiality in relationships with the Executive and third parties

• Support the Executive in investment, valuation and risk management processes and conversations

• Manage internal and external stakeholders to ensure investor proposals and related reports  are prepared according to agreed timelines

• Assist the Executive with strategic decisions making and business initiatives

Research & Data

• Carry out quantitative data gathering and analyse data into summaries for Executive’s use, make recommendations to the Executive as necessary. 

• Assist the Executive with Board communications and presentations as well as other periodic reports and change requests from third parties

• Prepare, analyse internal and external data as well as staying current with changing regulations in the industry

• Conduct research on prospective stakeholders, partners, clients etc. to identify and evaluate needs

Other Responsibilities 

• Review and manage the Executive’s monthly float giving consideration to required funds approval process

• Assist the Executive with travel arrangements,Prepare statements, reports, memos, letters, and other documents

• Coordinate personal and official travel arrangements for the  Executive

• Manage Executive’s personal staff, schedule and supervise contractors and artisans when required.

ROLE REQUIREMENTS

Knowledge & Skills

• Smart, coordinated and have the capacity to engage in high level conversations

• Proficiency in the use of Google Workspace, Notion, Trello, Jira, Asana and related tools

• Must be able to meet deadlines in a fast-paced, quickly changing environment.

• A proactive approach to problem-solving with strong decision-making skills.

• Professional level verbal and written communications skills

• Ability to work evenings and weekends when necessary

• Ability to travel to support Executive Office work. This position is not conducive to remote work

• Must be discrete and maintain confidentiality

Experience & Education

• Bachelors or Masters degree preferably from an international tertiary institution

• 4-7 years proven experience in a Management Support role in Consulting, Investment banking, Tech startup or  similar  high performance/fast paced environment

• Track record of developing strong partnerships internally and externally and using influence (rather than direct authority) to make change. 

BENEFITS

• Health Insurance

• Hybrid work schedule

• Paid time off  (maternity/paternity leave, annual leave)

• 13th Month Pay

• Training and development opportunities

• Employee Stock Option

KEY PERFORMANCE INDICATORS

• % Increase of Executive’s productivity

• On-time task completion rate 

• 100% timely completion of assigned projects

• Accurate, realistic, timely and fiscally sound budget management

• Other indicators include a lack of grammatical or style errors and the speed in responding to emails and correspondence.

READY TO GIVE THIS A SHOT? HERE ARE IMPORTANT TIPS FOR SUCCESS:

• You need to be pretty open and down to earth, at least day-to-day. 

• You must love and accept direct feedback, your leaderI will tell you what could be better and what is good. He will be brutally honest. If this makes you uncomfortable, you’re not going to be happy but If this feels like something you can handle, then this is it!

• Your interest should not be in anything not directly connected to the goals of the company. You will discover very quickly what is important and what can be ignored. Your leader  will be pretty open with you about things that  are worth our attention, and things that aren’t.