Executive Assistant at Verto

The Role

• We are seeking an experienced and exceptionally organised Executive Assistant (EA) to provide comprehensive administrative and personal support to our CEO, Ola. This is a critical role for a highly adaptable individual who thrives in a remote, fast-paced environment and can anticipate needs, manage complex logistics and maintain a high level of discretion.
• The ideal candidate will be a proactive problem-solver with excellent communication skills, an eye for detail and the ability to manage multiple priorities seamlessly. This role requires a high degree of flexibility and availability to support a CEO operating across different time zones and with a demanding travel schedule.

Key Responsibilities

• Calendar Management (Professional & Personal)
• Proactive Scheduling: Independently manage a complex and ever-changing calendar for the CEO, including internal/external meetings, appointments, speaking engagements and personal commitments.
• Conflict Resolution: Proactively identify and resolve calendar conflicts, offering solutions and communicating changes effectively.
• Time Zone Management: Efficiently manage scheduling across multiple global time zones, considering optimal times for all participants.
• Travel Management (Professional & Personal)
• Comprehensive Itinerary Planning: Plan and book complex international and domestic travel arrangements (flights, hotels, ground transportation, visas, car rentals) for the CEO, considering preferences, budget, and efficiency.
• Detailed Itineraries: Create comprehensive and well-organised travel itineraries, including all relevant booking details, confirmation numbers, contact information, and specific instructions.
• Problem Resolution: Proactively anticipate and resolve travel-related issues (delays, cancellations, re-bookings) with minimal disruption.
• Personal Support
• Confidentiality and Discretion: Handle highly sensitive and confidential personal matters with absolute discretion and professionalism.
• Appointment Scheduling: Manage and schedule personal appointments and reminders.
• Expense and Invoice Processing: Manage and submit expense reports for the CEO, as well as process and track invoices related to the CEO's office or personal needs
• Inbox Management
• Email Management: Filter, prioritise and manage the CEO's professional inbox, flagging urgent items and ensuring timely follow-up.
• Work alongside senior leaders to evaluate opportunities and track execution
• Contribute to fundraising materials and investor updates
• Own special projects and take on urgent cross-functional needs as they arise

What We’re Looking For

• Proven experience (3+ years) as an Executive Assistant, Virtual Assistant, or Personal Assistant supporting C-suite executives, preferably within a fast-paced tech/fintech startup or similar industry.
• Exceptional proficiency in calendar management tools (eg. Google Calendar) and virtual meeting platforms.
• Demonstrated experience with complex international travel planning and logistics.
• Outstanding organisational and time management skills with a meticulous attention to detail.
• Superior written and verbal communication skills
• High degree of professionalism, integrity and discretion, especially with sensitive information.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Strong problem-solving abilities and a calm approach under pressure.
• Flexible and adaptable to changing priorities and a demanding schedule, including occasional support outside of standard business hours if critical.
• Resilience and a positive attitude.