Global Ea

**Executive Assistant**:
**About the role**:
Caribou Digital is looking for an Executive Assistant (EA) to provide administrative support to the CEO and the Executive Leadership Team (ELT). The EA will perform various administrative tasks, oversee logístical planning for team events, manage certain operational and legal tasks, support the CEO with scheduling and special projects, and provide support for board meetings. This is a fully remote position that can be based anywhere within 2 hours of GMT. Travel will be required from time-to-time.

**Key Responsibilities**:
**1. Operations and Legal Tasks**
- Compile vendor and supplier contracts, including coordinating with hiring managers and vendors for contract review
- Handle or support the contract review process, escalating requested changes to the manager, CEO, Head of People or Legal as needed
- Load vendor and supplier agreements, NDAs, letters of intent, MOUs and other documents into DocuSign for all programs, ensuring they are all signed in a timely manner, and that copies are distributed to appropriate parties
- Ensure contracts are saved to the correct files and are easily accessible
- Ensure statements of work contain all necessary information

**2. Meeting and Event Coordination - remote**:

- Plan, schedule, and coordinate All Caribou and Senior Leadership Team (SLT) virtual meetings
- Set up and test audiovisual equipment and technology needed for presentations or remote participation, such as video conferencing software
- Provide technical support as needed during the meeting, including setting up breakout rooms or dealing with technical issues
- Prepare agendas, meeting materials, and action points, and share recordings where necessary

**3. Meeting and Event Coordination - in-person**:
Plan and execute logistics for team in-person events and retreats, including:

- Research and book locations for retreats, including analysis of time and cost considering people's locations globally
- Procuring necessary supplies and stationery
- Meal and room planning
- Accommodation bookings
- Coordinate other logistics e.g. transport and car pooling
- Plan event agendas and activities
- Handle other logístical details to ensure smooth and successful events

**4. Project Management Support for ELT Projects**:

- Handle special projects as assigned by the CEO and ELT, demonstrating initiative and discretion
- Assist in the planning and execution of projects for the CEO and ELT, ensuring timely completion and follow-up
- Conduct research, compile data, and prepare reports for consideration and presentation to the CEO and ELT
- Liaise with internal and external stakeholders to facilitate communication and collaboration on ELT projects

**5. Administrative Support**:

- Manage the CEO's calendar, schedule meetings, and coordinate appointments and travel
- Provide administrative support to other members of the Executive Leadership Team as required
- Prepare and edit documents, forms, team communications, presentations, and other documents, ensuring confidentiality and discretion as necessary
- Support Head of People with onboarding, right to work, and other People related activities

**6. Board Meeting Support**
- Coordinate logistics and scheduling for board meetings
- Support the preparation of and distribute meeting agendas and materials to board members
- Arrange technology setup for virtual meetings and ensure smooth running of technology during meetings
- Take minutes during board meetings and distribute them promptly if required
- Manage documentation and ensure proper filing and organisation of board-related materials
- Coordinate follow-up actions and communications after board meetings

**Qualifications**:
**Education**:

- Bachelor's degree in Business Administration, Communications, or a related field preferred - or equivalent experience

**Experience**:

- Minimum of 3-5 years of experience in an executive assistant or similar role

**Skills and attributes**:

- Strong organisational and time-management skills
- Excellent verbal and written communication abilities
- Proficiency in Google/Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
- Familiarity with DocuSign or similar e-signature tools
- Ability to handle confidential information with discretion
- Strong interpersonal skills and professional demeanour
- Strong ability to multitask and prioritise effectively in a fast-paced environment
- Takes initiative and can anticipate the needs of the CEO and ELT
- Impeccable attention to detail, ensuring accuracy and thoroughness in all tasks
- Flexible and Adaptable, able to adjust to changing priorities and handle unexpected challenges
- Team Player who works collaboratively with others and supports the overall goals of the organisation