Executive Assistant

6 months ago

Cape Town, South Africa Boldr Full time

**WHAT IS YOUR ROLE**:
As the Executive Assistant to the COO and CEO, you’ll play a pivotal role in providing comprehensive administrative support to the executive team. You will manage the executive's calendar and schedule, handle inbound communication, prepare decks/templates, follow-up on OKRs, and prepare documents and reports. Acting as gatekeepers, you will filter requests, maintain confidentiality, and often handle sensitive information with discretion. Additionally, you’ll have to oversee office management tasks, assist in event planning, and demonstrate adaptability and initiative by solving problems and multitasking effectively. Your efficient support will enable executives to focus on strategic tasks and decision-making, contributing significantly to the organization's overall productivity and success.

**WHAT WILL YOU DO**:

- Calendar Management: Manage and organize the CEO’s and COO’s calendars. Schedule and confirm meetings across multiple timezones, balancing the importance of engagements and optimizing the executives’ schedules
- Meeting Coordination and Logistics: Arrange logistics for internal and external meetings, including venue bookings, technology setup for video conferencing, and preparation of meeting materials. Follow-up on action items post-meeting to ensure completion
- Travel Arrangements: Plan and organize detailed itineraries for domestic and international travel, including flights, accommodation, transportation, and meeting schedules
- Personal Administrative Support: Provide comprehensive support to the CEO and COO, including personal errands, tasks, and activities to allow them to focus on strategic decision-making
- Ad-Hoc Project Management: Responsible for ad-hoc projects and driving these initiatives to completion
- Confidentiality Maintenance: Handle sensitive information with a high degree of confidentiality and discretion
- Culture and Team Liaison: Foster a positive work environment and culture by bridging communication between the Executives and team members across different countries and departments
- Event Planning and Coordination: Work in tandem with the Chief of Staff to organize company-wide events, summits, retreats, and other significant gatherings, ensuring they serve the strategic and team-building objectives set by the leadership
- Proactive Leadership and Influencing: Push the executives to take action, make decisions, and prioritize tasks effectively. Tactfully manage up by providing reminders, follow-ups, and constructive feedback to ensure deadlines are met and projects move forward
- Reporting and Documentation: Prepare and provide regular reports on the CEO’s and COO’s activities, upcoming commitments, and potential issues to the Chief of Staff, facilitating proactive management and decision-making
- Feedback Loop: Establish a regular feedback loop with the Chief of Staff to discuss the efficiency of processes, potential improvements, and the executives’ ongoing support needs
- Continuous Process Improvement: Identify and implement process improvements to enhance efficiency and effectiveness in executive support tasks

**Requirements**:
YOU ARE
- Detail-oriented, organized, and data-driven
- A self-started who is eager to take on responsibilities, seek out new ways to assist, and continuously improve support strategies
- A team player who is willing to collaborate, support team members, and contribute positively to the company culture and team morale.
- Capable of asserting yourself when necessary, while maintaining a respectful and professional demeanor, to ensure that the executives remain focused on key priorities and commitments
- Quick to take ownership and accountability of your mistakes understanding that the fast way to fix what’s broken is to identify it clearly and move forward
- Able to adjust quickly to changing priorities and schedules, managing unexpected requests or situations with composure
- Able to interpret data, create reports, and make recommendations
- Able to build and maintain strong relationships within and outside the organization, showcasing empathy, respect, and understanding different cultural nuances
- Someone who can and will compartmentalize, being clear about the time you need for personal development and space (in all its senses) and model that behavior for all of our team members at the highest level
- Aware that as a result of this role, you will have access to important, sometimes sensitive information and will treat that information with the respect and confidentiality it deserves and requires.
- Available during regular business hours, with occasional inbox checking on weekends.

YOU HAVE
- Excellent verbal and written English communication skills to effectively convey messages, coordinate with team members across different countries and maintain clear and professional interactions with internal and external stakeholders
- Excellent ability to prioritize tasks, manage time effectively, and m

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