Proactive Executive Assistant (No agencies)

I’m a co-founder of StudyOS, and I’m currently seeking a proactive Executive Assistant to efficiently manage my day-to-day activities. As my responsibilities grow, I’m in need of dedicated support to streamline operations.

The ideal candidate for this role is a dynamic individual who embodies the spirit of a “jack of all trades” – someone who thrives in diverse environments, possesses exceptional problem-solving skills, and is adept at multitasking. We are looking for an individual who can think on their feet and is versatile, serving as a pivotal point of contact across various tasks and responsibilities.

If you’re someone who excels at staying organized amidst the hustle and bustle, while maintaining a keen eye for detail and the ability to adapt to evolving priorities, we’d love to hear from you.

Job Responsibilities:

Administrative Support

-Manage Calendars and Scheduling: Coordinate all meetings, appointments, and travel arrangements for the CEO and Head of Product. This includes prioritizing schedules based on business needs and personal preferences.
-Email and Correspondence Management: Filter incoming emails and correspondence, drafting responses or flagging items for direct response where necessary.
-Document Preparation and Management: Prepare, organize, and maintain documents and files related to the CEO and Head of Product’s work, including presentations, reports, and confidential materials.

Communication Coordination

-Liaise with Internal Teams: Help facilitate smooth communication and timely project updates to internal teams.
-Stakeholder Engagement: Manage communications with external stakeholders, including investors, customers, and partners, to maintain positive relationships and partnerships.
-Event Coordination: Organize and oversee internal and external events, including meetings, conferences, and presentations, ensuring they align with executive goals and company branding.

Strategic Assistance

-Research and Analysis: Conduct research on market trends, potential business opportunities, and competitors to support strategic planning efforts.
-Meeting Facilitation: Prepare agendas for meetings, take detailed notes, and follow up on action items to ensure progress on key projects.

Personal Assistance

-Personal Errands and Tasks: Manage personal appointments or errands for the executives, as needed, to ensure they can focus on critical business functions.
-Expense Management: Track and reconcile expenses for the CEO and Head of Product, submitting expense reports and ensuring adherence to budget guidelines.

Skills and Attributes Required

-Exceptional Organizational Skills: Ability to manage multiple tasks and projects simultaneously with meticulous attention to detail.
-Strong Communication Skills: Proficient in written and verbal communication, capable of conveying information clearly and concisely to various stakeholders.
-Adaptability and Flexibility: Comfortable working in a fast-paced environment, able to adjust to changing priorities and deadlines.
-Discretion and Confidentiality: Must handle sensitive information with integrity and discretion.
-Proactive Problem-Solving: Ability to anticipate needs and challenges, offering solutions and support before issues arise.

No agencies please.

Warm regards,
Hiroki