Executive Assistant / Project Manager

Overview:

We are seeking a dynamic and proactive Executive Assistant with exceptional organizational skills and project management experience to support key leadership within our organization. The ideal candidate will possess a blend of administrative proficiency, high level critical and strategic thinking, and the ability to manage multiple projects simultaneously. This role requires a high level of discretion, professionalism, and attention to detail.

Responsibilities:

Listen in on live or recorded calls attended by key leadership, extracting action items, to-dos, and agenda items for follow-up meetings.

Capture and document key insights, decisions, and follow-up actions discussed during calls, ensuring that nothing falls through the cracks and all necessary tasks are addressed promptly.

Act as the primary point of contact for key leadership, managing their tasks and projects to ensure they are completed on time and within scope.

Prioritize and organize tasks and projects based on leadership's objectives and deadlines, effectively managing their workload to maximize productivity.

Monitor progress on tasks and projects, provide regular updates to leadership and proactively identify any potential delays or obstacles.

Collaborate with leadership to establish clear goals, timelines, and expectations for each task and project, ensuring alignment with organizational priorities.

Prepare agendas, presentations, and reports for meetings, maintaining a high standard of accuracy and confidentiality.

Coordinate cross-functional teams and stakeholders, facilitating communication and collaboration to achieve project objectives.

Experience:

Proven experience (10 years) as an executive assistant or in a similar role, supporting C-suite executives or senior leadership, with a generous amount of autonomy and trust afforded by supported executives.

Must be able to work outside of normal business hours when needed and on call for urgent matters.

Demonstrated experience (5 years) in complex and matrixed operational focused project management (not in software development), with a track record of successfully managing multiple projects simultaneously.

Proficiency in tools/software (e.g., Microsoft Office Suite, Slack, WhatsApp)

Strong communication skills, both written and verbal, with the ability to interact effectively with individuals at all levels of the organization.

Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.

High level of discretion and confidentiality when handling sensitive information.

Detail-oriented with a proactive and resourceful approach to problem-solving.

Ability to thrive in a collaborative team environment while also working independently with minimal supervision.

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