Executive Assistant

Must have a minimum of 2x years experience as EA to a C-suite
Reporting directly to the CEO for a growing construction coaching company.

The Executive Assistant to the CEO occupies a central role that is vital for the seamless operation and success of the team. Your mission is to streamline the CEO’s workload, allowing them to focus on high-level strategic initiatives and coaching. As the primary filter for the CEO’s communications, you will handle the majority of incoming queries, escalating only the most critical items for their review. Proactive problem-solving is key, with an expectation to foresee potential issues and tackle them in advance.

In this role, you will be responsible for enhancing client engagement and guiding them through the coaching program, ensuring they utilise the available resources effectively. Your keen eye for detail, exceptional organizational skills, and unwavering commitment to quality set you apart as a crucial contributor to both the company and its executive leadership.

The Executive Assistant to the CEO occupies a central role that is vital for the seamless operation and success of the team. Your mission is to streamline the CEO’s workload, allowing them to focus on high-level strategic initiatives and coaching. As the primary filter for the CEO’s communications, you will handle the majority of incoming queries, escalating only the most critical items for their review. Proactive problem-solving is key, with an expectation to foresee potential issues and tackle them in advance.

In this role, you will be responsible for enhancing client engagement and guiding them through the coaching program, ensuring they utilise the available resources effectively. Your keen eye for detail, exceptional organizational skills, and unwavering commitment to quality set you apart as a crucial contributor to both the company and its executive leadership.

Executive Assistant to the CEO: Key Responsibilities

1. Client Management and Financial Oversight:
– Conduct regular client check-ins to gauge satisfaction and resolve any issues.
– Facilitate client onboarding, ensuring a smooth transition into the coaching program.
– Monitor client payments, managing invoicing and initiating debt recovery processes as needed.

2. Meeting and Call Coordination:
– Manage Zoom call logistics, including the downloading of notes and organising of breakout rooms.
– Oversee the follow-up on action items derived from meetings to ensure completion.

3. Podcast Outreach and Coordination:
– Identify and engage with potential guests for podcasts and YouTube collaborations.
– Administer the podcast calendar, securing and organizing the CEO’s guest appearances.

4. Team Coordination and Performance Monitoring:
– Track team members’ performance, ensuring adherence to deadlines and quality standards.
– Serve as the communication nexus between the CEO and staff, facilitating clear dialogue and support.
– Aggregate and analyse team reports to present to the CEO.

5. Email and Communication Management:
– Maintain the CEO’s email inbox, prioritizing and responding to communications.
– Arrange and execute daily briefings to align the CEO on outstanding and actionable items.

6. Calendar Management:
– Curate the CEO’s personal and professional calendars, meticulously scheduling to prevent conflicts.
– Arrange appointments and manage time effectively to enhance the CEO’s productivity.

7. Personal and Home Task Management:
– Oversee household administrative tasks, managing utilities and personal purchases.
– Coordinate personal event bookings, ensuring seamless integration of professional and private schedules.

8. Standard Operating Procedures (SOPs) Management:
– Maintain and update SOPs, confirming operational efficiency and current best practices.
– Develop and refine task flowcharts, clarifying critical paths for project and task execution.

9. Quality Control:
– Proofread blogs, social media, and other written content to uphold the company’s standard of excellence.
– Ensure team members effectively fulfil their designated roles, maintaining company standards.

10. Event Management:
– Direct the planning and execution of business events, from zoom workshops to in-person events.
– Collaborate with vendors and venues, guaranteeing professional and successful event experiences.
– Oversee event budgets and schedules, managing resources to deliver high-caliber, well-attended events.

Accountable For:

? Client satisfaction and monitoring client financial transactions.
? Email prioritisation and daily briefing with the CEO.
? Calendar management for both professional and personal commitments.
? Scheduling and coordination of meetings, podcast and media appearances.
? Team performance tracking and internal communication management.
? Event planning and quality control for company content.

KPI’s:

? Supporting the owner to reduce his working hours
? Client retention rate
? Quality & quantity of podcast guests
? Email response time
? Project completion rate

Job Purpose:

The purpose of the Executive Assistant role is to enhance the effectiveness and efficiency of the CEO by providing comprehensive administrative support, facilitating smooth operations, and enabling the CEO to focus on high-level strategic decision-making and client-facing activities.
Skills and Qualifications:

• 2x years previous experience as an EA directly to a CEO or COO
• Outstanding communication abilities both written & verbal, with excellent English.
• Proficiency in digital communication and scheduling tools.
• Discretion with confidential information.
• Independent, proactive work style.
• Research and networking skills for podcast outreach.
• Competence in data management and report preparation.
• Experience in client service or management.
• Strong organisational and administrative skills.
• Highly proficient with outlook, word, excel & google docs