Job Description

We are looking for a proactive and highly organized Administrative Assistant to support our CEO. The ideal candidate will manage day-to-day personal and professional tasks, assist with HR functions, coordinate office activities, and facilitate communication across teams to ensure smooth operations. This will be 3x times a week on site.

1. Personal Support to CEO:

• Manage CEO’s personal calendar, appointments, and travel arrangements.
• Coordinate travel and accommodation bookings for the CEO and relevant team members.
• Handle personal errands and administrative tasks as needed to optimize CEO’s productivity.

2. HR Assistance:

• Support the implementation and updating of company policies and employee handbooks.
• Assist with onboarding processes including scheduling orientations and preparing necessary materials.
• Facilitate internal communications regarding HR initiatives.
• Perform routine administrative duties as required.

3. Office Coordination:

• Liaise with the BDD team on office improvements such as furniture requests and maintenance.
• Manage booking and scheduling of meeting rooms and shared office spaces.
• Assist in organizing company events and team-building activities.

4. Administrative Support:

• Manage incoming communications (emails, calls, messages) for the CEO and prioritize accordingly.
• Prepare presentations, reports, and documents as requested.
• Track deadlines and follow up on action items to ensure timely completion.

5. General Coordination:

• Facilitate effective communication between departments and teams.
• Support project tracking and assist with scheduling team meetings.
• Take on ad hoc tasks to improve overall operational efficiency.

6. IT Coordination:

• Coordinate all IT-related needs, including setup and maintenance of office equipment (laptops, printers, software, etc.).
• Serve as the point of contact between the company and IT support providers.
• Ensure timely troubleshooting and resolution of basic technical issues.
• Assist with the procurement, inventory, and tracking of IT assets.

Qualifications:

• Proven experience as an executive or personal assistant is preferred.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal abilities.
• Discretion and confidentiality are essential.

Company Profile