As our Executive Assistant, you will provide comprehensive administrative support to our leadership team, ensuring smooth and efficient operations. You will be the linchpin of communication, managing complex schedules, and facilitating seamless internal and external interactions.
Responsibilities:
- Executive Support: Provide high-level administrative support to executive leadership, including managing calendars, scheduling appointments, and coordinating travel arrangements.
- Board Liaison Duties: Coordinating board meetings, preparing board packs, recording minutes, and following up on board actions.
- Communication Management: Act as a primary point of contact for internal and external stakeholders, handling inquiries and correspondence with professionalism and discretion. Drafting or reviewing social media posts.
- Calendar and Meeting Management: Proactively manage complex executive calendars, ensuring optimal scheduling and preparation for meetings. Prepare agendas, take minutes, and follow up on action items.
- Document Preparation: Draft, edit, and proofread correspondence, presentations, reports, and other documents with exceptional accuracy and attention to detail.
- Information Management: Organise and maintain confidential files and records, ensuring efficient retrieval and security.
- Travel Arrangements: Arrange complex domestic and international travel, including flights, accommodations, and itineraries.
- Expense Management: Process and reconcile expense reports accurately and efficiently.
- Event Support: Assist in the planning and execution of meetings, conferences, and other events.
- Office Management: Overseeing general office operations, managing supplies, and supervising junior admin staff.
- Proven experience as an Executive Assistant or similar role, preferably in a technology start-up environment.
- Exceptional written and verbal communication skills, with the ability to communicate effectively with diverse international audiences.
- Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Proficiency in Google Workspace (Docs, Sheets, Slides) or Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to maintain confidentiality and exercise discretion.
- Strong problem-solving skills and a proactive approach.
- Bachelor's degree preferred.
- A collaborative and supportive work environment.
- The opportunity to join and help build a new technology organisation as one of the first employees.
- Competitive salary package.
- Professional development opportunities.
CommonAI C.I.C. is an equal opportunity employer and is committed to creating an inclusive and diverse workplace.
