Full-Time Executive Assistant

iCanStudy is a leader in the field of cognitive training with a focus on higher order learning and deep processing skills. We offer the world’s first successful program that has proven to significantly enhance the efficiency of our learners. Our end-to-end methodology is rooted in both deep evaluation of modern evidence and high frequency evaluation in real-world applications. With a global reach, we serve over 10,000 learners ranging in age from 13 to 80+ across 120 countries.

We are looking for an experienced and highly capable Executive Assistant to join our team. The ideal candidate will possess the following traits.

Traits (requirements)

– Consistently demonstrates (with few exceptions) an error-free method of work and thinking, with comprehensive consideration of variables
– Confidently manage all upcoming projects with a low number of reasonably avoidable and foreseeable risks and mistakes
– Strong personal project management skills
– Strong team project management skills
– Ability to learn and incorporate these skills and knowledge into daily work consistently
*Example: iCanStudy is now partnered with Google to create a new AI solution, and would like to have an EA in the meetings
to ensure important action points are taken. They would need to be able to independently conduct a brief and fundamental
scoping on AI so that they can understand the conversation occurring, to ensure what important points should be mentioned.
– Consistently demonstrates an ability to navigate unfamiliar technology through proactive self-learning
*The set of tools we use will evolve and change. They should be primarily be able to self-educate themselves using resources
online to quickly
*The ability to conduct early market research and scoping, including gathering, analysing, and interpreting data. This requires
strong analytical skills, attention to detail, and the ability to synthesize information from various sources. The individual
should also be able to effectively communicate the results of their research and provide recommendations based on the
leadership team who will dive in further. This also means the ability to assess if opportunities are present. (this is secondary
to EA responsibilities)

Requirements:

– Project Management Skills: Strong organizational and project management skills are essential to prioritize tasks, manage calendars, and coordinate multiple projects efficiently.
– Communication Skills: Excellent written and verbal communication skills to effectively communicate with the CEO, stakeholders, and team members.
– Attention to Detail: The ability to pay close attention to detail and maintain accuracy in all tasks and responsibilities.
– Problem-Solving: Ability to think critically and solve problems independently or with minimal guidance.
– Adaptability: Ability to adapt to changes quickly and be comfortable in fast-paced, dynamic environments.
– Confidentiality: Discretion and an understanding of the importance of maintaining confidentiality.
– Technology Proficiency: Knowledge of office technology, including email, calendars, word processing, spreadsheet, and presentation software.
– Initiative: The ability to take initiative and act proactively to anticipate the team members’ needs and make recommendations.
– Financial Management skills: The ability to track daily expenses and prepare weekly, monthly, or quarterly reports to provide an accurate picture of an organization’s financial situation. This requires strong attention to detail, organizational skills, and an understanding of basic accounting principles.

Job Responsibilities:
– Draft responses to low-importance emails
– Sorting incoming mail into categories (e.g. action required, no action required)
– Book meetings with required people and finding an appropriate time (internally and externally)
– Taking down key points from meetings and creating subsequent tasks with adequate description.
– Set up bigmarker events
– Manage and organise calendar to balance enough time for deep/focus work. Also cleaning up our project management on ClickUp.
– Add all the ideated tasks from a miro board onto clickup in the relevant sections.
– Liasing with junior coaches with senior coaches.
– Social Media engagement
– Scope out pirated materials/content online
– Managing and organising calendars
– Taking notes at meetings (process from Click to view)
– Booking venues for events
– Compiling market research information (e.g. gathering industry information)
– Organising events like workshops or conferences
– Rack daily expenses and prepare weekly, monthly or quarterly reports
– Format information for internal and external communication – memos, emails, presentations, reports
– Booking travel and accommodation

Nice to have:
– Understanding of the educational/edtech space (low priority)
– Prior experience with tools
– Familiar with startup environment

Tools:
Can learn to use these tools
E.g.
ActiveCampaign
Zendesk
Wordpress
Google suite (docs, sheets, slides, chat)
Bigmarker
Zapier

– Must be available 40 hours a week; Monday to Friday; 8 hrs/day AEST (Melbourne Time)

To ensure you thoroughly read the job description posted above, kindly send us a link to your video recording introducing yourself and your work experience. Please use the questions below as your guide when creating the video.

a) Introduce yourself and your experience in executive assistant roles. What do you think are the most important skills for an executive assistant to possess?
b) Can you provide an example of a time when you had to handle multiple projects or tasks simultaneously? How did you prioritize your workload and ensure that all tasks were completed on time and met a high standard?

If you think you’re a good fit for this role, you may send your cover letter and CV with the subject ICSEA. Only applicants that follow these instructions will be entertained.