This job requires a 12 (Midnight) - 4 AM GMT schedule.
Job description
The assistant to the CEO is a position that will involve working directly with the CEO of the company. They will support the company leader's duties and create a work environment where the CEO remains informed and able to focus on achieving company goals. The CEO executive assistant will perform administrative tasks, including answering phones and e-mails, organizing and hosting meetings, and directing employees in the absence of the company leader.
They will maximize the CEO's productivity and impact, as they help to keep him organized, informed, focused, and prepared. They may be the first point of contact for the CEO and will help to intercept distractions to allow their more senior colleagues to maintain focus.
Primary Responsibility
Provide sophisticated calendar management for the CEO
organize events, meetings, and tasks to maximize efficiency. This can include scheduling appointments, setting deadlines, and coordinating with team members.
Responsibilities
Scheduling: Schedule meetings, appointments, and reminders
Coordination: Work with team members to avoid scheduling conflicts
Deadlines: Set deadlines and milestones for projects
Updates: Regularly review and update the calendar
Planning: Plan meetings thoroughly
Time blocking: Set aside time slots for specific activities
Communication: Address meeting preferences and communicate with others who have access to the calendar
Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
Perform Administrative tasks that facilitate the CEO’s ability to effectively lead the company, including:
Communication: Answering phone calls, responding to emails, and communicating with staff and clients
Scheduling: Scheduling meetings, appointments, and travel arrangements
Record keeping: Maintaining office calendars, databases, and filing systems
Organization: Organizing and storing information, and managing office supplies
Reporting: Preparing reports on expenses, budgets, and other topics
Support: Taking meeting notes, and providing administrative support to other staff
Maintenance: Maintaining office equipment and systems, and updating office policies
Liaison: Working with suppliers, contractors, and other staff departments
Human resources: Performing some human resources functions
Serve as the primary point of contact for internal and external communication on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
Maintain open communications with the team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization.
Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, and the team to meet their current and future information needs. Supervise IT consultants. Prepare budget recommendations.
Provide event management support as requested.
Provide hospitality to all guests and help to create a welcoming environment.
Answer main phone line and respond to inquiries.
Process and distribute daily mail.
Invest in building long-lasting relationships both externally and internally.
Manage petty cash reimbursements and reconciliation.
Other projects/duties as assigned for the overall benefit of the organization.