Executive Assistant to the CEO

Essential Functions

• Calendar and Scheduling Management: Manage a high-volume professional and personal calendar across multiple time zones, balancing competing priorities with efficiency and precision. Proactively schedule and coordinate appointments, meetings, and events while maintaining strict confidentiality.
• Travel Coordination: Plan and execute complex international and domestic travel arrangements, including flights, hotels, visas, and ground transportation. Provide clear, detailed itineraries and ensure all preferences and requirements are met.
• Administrative Support: Coordinate legal document signatures, notarizations, and shipments. Conduct research and purchase items as requested. Provide support to other executives or global managing partners as needed.
• Communication and Task Management: Serve as a central point of communication, sending reminders for travel, meetings, and deadlines. Maintain accurate records of contacts, meetings, and travel details while performing data entry or transcription as required.
• Meeting and Event Support: Coordinate logistics for in-person and virtual meetings, including greeting attendees, preparing conference rooms, and arranging materials or swag as needed. Assist in organizing internal events, leadership gatherings, and other executive functions.
• Proactive Problem Solving: Anticipate needs, identify potential issues before they arise, and take initiative to ensure the CEO’s time and resources are optimized.

Minimum Qualifications

• 5+ years of administrative or executive assistant experience, with a track record of supporting high-level executives.
• Bachelor’s degree or equivalent combination of education and experience.
• Proficiency in Google Workspace (particularly Google Calendar and Google Docs), Microsoft Office, Slack, Expensify, WhatsApp, and the ability to learn new software quickly.
• Strong organizational skills with the ability to prioritize, multitask, and execute in a fast-paced environment.
• Exceptional written and verbal communication skills.
• Professional, affable demeanor with excellent interpersonal and collaboration skills and awareness that your interactions reflect the CEO.
• An unwavering ability to maintain confidentiality and handle sensitive information.
• Extensive experience coordinating international travel or supporting stakeholders in different time zones.
• Extreme attention to detail and a proactive approach to problem-solving.A “can-do” attitude, willing to take ownership of tasks while knowing when to ask for guidance.

Preferred Qualifications

• Experience in or familiarity with the startup or technology industry.
• Awareness of or experience in the venture capital industry.