Executive Assistant

We are in need of an Executive/Operations Assistant to provide administrative support to our executive team and help streamline our operations. The ideal candidate will be highly organized, detail-oriented, and proactive in managing multiple tasks and priorities. Responsibilities include managing executive calendars, scheduling meetings, coordinating travel arrangements, and preparing documents and presentations. The Executive/Operations Assistant will also assist with project coordination, data analysis, and other operational tasks as needed to support the efficient functioning of the organization.

Key Responsibilities:

– Manage the executives’ calendar, scheduling appointments, meetings, and travel arrangements with meticulous attention to detail and effective time management practices.
– Take comprehensive live notes during all meetings and huddles, ensuring accurate documentation and follow-up on action items.
– Email and calendar management, ensuring seamless communication and efficient organization.
– Prepare end-of-day (EOD) reports, summarizing daily activities and identifying any outstanding tasks or issues.
– Assist the COO in the recruitment process, taking notes during interviews and providing support throughout the hiring cycle.
– Support the COO with various operational tasks, including:
– Day-to-day validation of sales order numbers for phone support.
– Analyzing and monitoring customer service (CS) trackers and databases.
– Following up on the milestones of Executives and ensuring timely completion.
– Reminding CS Managers to update their teams’ Key Performance Indicators (KPIs) on the CS Dashboard.
– Monitoring team attendance using tools like Hubstaff and spreadsheets.
– Collaborate closely with the COO and other C-Level executives on operational day-to-day tasks, providing proactive support and anticipating needs to ensure smooth workflow.
– Serve as a liaison between the COO, other C-Level executives, and respective departments, facilitating effective communication and coordination.
– Maintain and ensure the security of all company’s confidential files and information.
– Assist in preparing presentations, reports, and other materials as required.
– Remind the COO of upcoming tasks, meetings, and deadlines to ensure timely completion of responsibilities.

Qualifications and Requirements:

– Proven experience as an Executive Assistant, HR, or a Company Recruiter, with a track record of managing teams or organizations.
– Exceptional organizational skills and attention to detail, with the ability to multitask and prioritize in a fast-paced environment.
– Strong interpersonal and communication skills, with the ability to build positive relationships with colleagues and stakeholders.
– Proficiency in calendar management, time management, project management, and collaboration tools (e.g., Slack, Trello).
– Alignment with the COO’s personality traits, work style, and leadership approach.
– Positive mindset, optimistic attitude, and a solutions-oriented approach to problem-solving.
– Ability to work independently and exercise sound judgment in decision-making.
– Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with collaboration tools.
– Excellent written and verbal communication skills.
– Strong knowledge and expertise in maintaining the security of confidential company files and information.
– Willing to use Hubstaff for time-tracking and payroll.
– Willing to be on a flexible schedule (day/night/afternoon shift).

We are seeking an exceptional individual who can thrive in a dynamic and fast-paced environment while providing exceptional support to our COO and collaborating effectively with other C-Level executives. If you possess the necessary qualifications and a passion for excellence, we encourage you to apply for this exciting opportunity.

If you feel you’re a right fit for this position, please take time to answer this form below and shoot us a DM once done:

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