Executive and Personal Assistant

This role is required to assist the dynamic leader of a rapidly growing SaaS company, which specializes in providing software and marketing solutions for online retailers and influencers. With a strong commitment to cutting-edge technology and exceptional customer service, the CEO has built a team of highly motivated and talented individuals who share a passion for driving success for both clients and the company.

In order to maintain this success and continue achieving their personal and professional goals, the CEO is seeking an experienced and highly organized Virtual Executive/Personal Assistant. The role entails providing comprehensive support in both work and personal life, ensuring he can focus on strategic priorities and enjoy a well-balanced lifestyle. The ideal candidate will possess a keen eye for detail, exceptional communication skills, and a strong ability to multitask and prioritize tasks efficiently.

Key Responsibilities:

1. Manage and maintain the CEO’s calendar, ensuring the proper organization and prioritization of appointments, meetings, and events.
2. Coordinate and book travel arrangements, including flights, accommodations, and transportation for both business and personal trips.
3. Plan and organize personal outings, dinners, and vacations for the CEO and family members as needed.
4. Conduct research and gather information for various projects, reports, and presentations.
5. Prepare and edit correspondence, reports, and presentations for the CEO.
6. Attend meetings when needed and take detailed notes, ensuring the accurate capture of action items and follow-ups.
7. Assist in organizing and coordinating company and personal events and conferences.
8. Liaise with internal and external stakeholders to facilitate communication and ensure efficient execution of tasks.
9. Manage incoming and outgoing emails, phone calls, and other communications for the CEO, prioritizing and responding as necessary.
10. Handle confidential information with discretion and maintain the CEO’s privacy.
11. Manage and track expenses, ensuring timely submission of expense reports and proper budgeting.
12. Monitor industry news and trends, providing the CEO with relevant updates and insights.
13. Assist with personal errands and tasks, such as shopping, gift purchasing, and appointment scheduling.
14. Create and maintain efficient filing systems for both digital and physical documents.
15. Develop and maintain strong relationships with clients, partners, and vendors.
16. Manage the CEO’s social media presence, creating and curating content, scheduling posts, and engaging with the audience, ensuring alignment with the company’s brand and vision along with the personal brand of the CEO.
17. Support the CEO in developing and implementing business strategies and goals.
18. Manage special projects and ad hoc assignments as requested by the CEO.
19. Provide general administrative support, including organizing documents, maintaining office supplies, and managing contracts.
20. Ensure smooth and efficient daily operations by anticipating the CEO’s needs and proactively addressing potential issues.

Qualifications:

1. A minimum of 3 years of experience as an Executive or Personal Assistant, preferably in a SaaS or technology company.
2. Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
3. Strong interpersonal and communication skills, both written and verbal.
4. High level of professionalism, confidentiality, and discretion.
5. Proficient in Microsoft Office Suite, Google Workspace, and project management tools.
6. Experience with booking travel and managing complex schedules.
7. Strong problem-solving skills and the ability to work independently.
8. A proactive approach to work and a willingness to take on new challenges.
9. Flexibility to work across different time zones as needed.
10. A passion for personal growth and professional development.
11. Ideal DISC profile: High S (Steadiness) and C (Conscientiousness), with a preference for candidates who demonstrate strong attention to detail, reliability, and a methodical approach to work. Moderate D (Dominance) and I (Influence) scores are preferred, indicating the ability to assert oneself when necessary and maintain strong relationships with various stakeholders.
12. English language competency: Advanced level, with excellent written and verbal communication skills. Proficiency in additional languages is considered a plus.