Executive Assistant to Chief Executive Officer

Executive Assistant to the CEO and MD

Job Description

XenonStack is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO and MD of Xenonstack. The ideal candidate will be proactive, organized, and capable of managing a wide range of responsibilities in a fast-paced environment.

Role:

Manage CEO's and MD's calendar, including scheduling meetings, appointments, and travel arrangements.

Coordinate and prioritize incoming requests and communications, ensuring timely responses.

Prepare and edit correspondence, reports, presentations, and other documents as needed.

Conduct research and compile data to support decision-making processes.

Act as a liaison between the CEO, MD and internal/external stakeholders, maintaining professionalism and confidentiality.

Organize and facilitate company events, conferences, and meetings.

Manage expenses and budgets related to the CEO's and MD's office.

Provide administrative support to other members of the executive team as necessary.

Responsibilities:

Task Management: Efficiently manage all personal and office-related tasks, including scheduling appointments, organizing meetings, handling correspondence, and coordinating daily activities.

Supervision: Provide oversight and supervision, ensuring that tasks are completed accurately and on time. Offer guidance and support as needed to enhance productivity and efficiency.

Constant Availability: Remain available and always stay with the Employer/Residential, both at home and in the office, to provide immediate assistance and support as required.

Comprehensive Support: Offer comprehensive support in various areas, including personal care, household management, administrative tasks, and any other duties assigned by the employer.

Management Focus: Prioritize management tasks. Focus on overseeing and coordinating tasks rather than engaging in hands-on preparations.

Communication: Maintain open and clear communication with the employer to understand the needs, preferences, and priorities effectively. Provide regular updates on task progress and seek feedback for continuous improvement.

Confidentiality: Handle all information and tasks with the utmost confidentiality and discretion, respecting the employer's privacy and confidentiality.

Problem-Solving: Proactively identify potential issues or challenges and take appropriate measures to address them promptly. Demonstrate resilience and resourcefulness in finding solutions to complex problems.

Adaptability: Remain flexible and adaptable to accommodate changing schedules, priorities, and requirements. Be willing to adjust plans and strategies to meet the evolving needs of the employer.

Professionalism: Conduct oneself with professionalism, integrity, and professionalism at all times. Uphold ethical standards and demonstrate a high level of professionalism in interactions with colleagues, clients, and other stakeholders.

Emergency Response: Be prepared to handle emergencies or urgent situations effectively, including providing first aid, contacting emergency services, and taking necessary precautions to ensure the safety and well-being of the employer.

Continuous Improvement: Seek opportunities for professional development and skill enhancement to deliver exceptional service.

Requirements

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Experience with calendar management and scheduling tools.

Strong internet research skills.

Familiarity with video conferencing and virtual meeting platforms.

Professional Skills:

Excellent organizational and time management abilities.

Exceptional communication skills, both written and verbal.

Ability to maintain confidentiality and exercise discretion.

Strong attention to detail and accuracy.

Proven ability to multitask and prioritize tasks effectively.

Adaptability and willingness to take on new challenges.

Education: Bachelor's degree in business administration or related field preferred.