Personal Assistant to the COO at Vendease

Job Summary

As Personal Assistant, you will provide administrative and personal support to our Chief Operations Officer. The successful candidate will work closely with the COO to ensure the smooth running of their schedule, coordinate communication with internal and external stakeholders, and manage administrative tasks.

Job Details

Executive Support

• Coordinate high level meetings, prepare meeting notes and other notes as required; create streamlined communication between the Executive and other parties
• 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
• Be innovative in resolving issues quickly and in an appropriate manner

Research & Data

• Carry out quantitative data gathering and analyse data into summaries for Executive’s use
• Create periodic reports and oversee 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 
• 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.

Requirements

• Bachelor's degree in Business Administration or a related field
• 3-5 years of experience as a Personal Assistant or Executive Assistant
• Excellent organisational and time management skills
• Ability to prioritise tasks and work under pressure
• Strong communication and interpersonal skills
• Ability to work independently and as part of a team
• Proficiency in the use of Google Workspace, Notion, Trello, Jira, Asana and related tools
• Knowledge of the product development process and the tech industry is a plus