Executive Assistant

SUMMARY

The Executive Assistant will support our Senior Vice President of Technical Solutions. In this high-profile role, the successful candidate must be able to handle highly confidential and critical details and interact comfortably and skillfully with senior-level executives within and outside the company, as well as with customers, vendors, and visitors. This person will exhibit strong organizational, written, and verbal communication skills and must be confident in their ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Attention to detail and the ability to anticipate the needs of the executive teams are a must. This person will be expected to apply common sense, execute tasks with minimal direction, and demonstrate the ability to accommodate a flexible work schedule based on the needs of management and the department.

WHAT YOU’LL DO

• Calendar Management: Streamlining the executive’s schedule by prioritizing essential tasks, minimizing distractions, and ensuring that time is allocated effectively.
• Email Management: Implementing strategies to manage email overload, such as sorting messages by priority, drafting responses on behalf of the executive, and setting up filters or auto-responses for routine inquiries.
• Task Prioritization: Helping identify and prioritize tasks based on their importance and impact, utilizing techniques like the Eisenhower Matrix or other productivity frameworks.
• Time Blocking: Implementing time-blocking techniques to allocate specific time slots for focused work and meetings, thereby optimizing productivity and minimizing interruptions.
• Meeting Optimization: Streamlining meeting processes by setting clear agendas, limiting meeting duration, and ensuring that only essential participants are included, thus reducing time wasted in unproductive meetings.
• Information Management: Organizing and centralizing information using digital tools or systems, making it easily accessible for me and facilitating efficient decision-making.
• Task Delegation: Identifying tasks that can be delegated to other team members or external resources, allowing me to focus on high-priority responsibilities and strategic initiatives.
• Project Coordination: Assisting with project management tasks, including timeline tracking, progress reporting, and stakeholder coordination, to ensure that projects are completed on schedule and within budget.
• Communication Liaison: Serving as a point of contact for internal and external communication, filtering messages, responding to inquiries, and facilitating communication between me and various stakeholders.
• Continuous Improvement Initiatives: Actively seeking opportunities to optimize processes, improve efficiency, and implement time-saving strategies

WHAT YOU’LL BRING

• Minimum Experience: 10+ years of relevant experience in senior/executive-level support in an EA / PA role in mid- to large-sized SaaS organizations.
• Organizational Skills: This hire should excel in organizing schedules, managing appointments, and coordinating meetings. This includes prioritizing tasks effectively and ensuring that deadlines are met promptly.
• Communication Proficiency: Clear and concise communication is paramount. This person must possess excellent verbal and written communication skills to interact effectively with both internal and external stakeholders.
• Attention to Detail: The ability to pay meticulous attention to detail is crucial. From proofreading documents to managing intricate logistics, they must maintain accuracy and precision in all tasks.
• Adaptability: This person should be adaptable and capable of thriving in a fast-paced environment. This entails being flexible to handle shifting priorities and unexpected challenges seamlessly.
• Tech Savvy: Proficiency with technology is essential. They should be adept at utilizing various software and tools to streamline workflows, manage data, and enhance efficiency.
• Problem-Solving Abilities: A proactive approach to problem-solving is highly valued. They should be resourceful and capable of resolving issues independently, anticipating potential problems before they arise.
• Discretion and Trustworthiness: As a confidant to the executive, discretion, and trustworthiness are paramount. They must handle sensitive information with the utmost confidentiality and integrity.
• Initiative: Taking initiative is key. This involves anticipating the needs of the executive, identifying opportunities for improvement, and taking action without explicit instruction.
• Time Management: Exceptional time management skills are essential for effectively juggling multiple tasks and deadlines. They should prioritize efficiently and allocate time wisely to maximize productivity.
• Professionalism: Maintaining a high level of professionalism in all interactions is imperative. This includes presenting oneself professionally, exercising diplomacy, and fostering positive relationships with colleagues and clients alike.