Executive Assistant

Position : Executive Assistant

Work Hours : MF 9AM5PM CET

Duties and Responsibilities:

Personal Logistics

• Book anticipate and coordinate personal appointments (e.g. skincare doctor’s appointments) with precision.
• Anticipate and fulfill any additional needs or tasks proactively.
• Handle the timely payment of all personal bills (e.g. electricity utilities).
• Purchase necessary items such as supplements skincare products and gifts ensuring quality and timely delivery.

Professional Life Management for the CEO

• Manage emails within 24 h max scheduling and administrative tasks efficiently. (EA owns CEO’s time and inbox no lost email no missed call or event mistakes are unacceptable as CEO has to 100% trust EA to rely on him)
• Coordinate meetings including preparing agendas (Prepare and distribute meeting agendas at least 24 hours before meetings and circulate minutes within 24 hours after meetings).
• Handle correspondence and communications on behalf of the CEO.
• Should be available anytime to CEO and answer within 30 minutes to any messages.

Operational Support for the CEO

• Provide operational support to the CEO for his two companies: an education company and an ecommerce brand.
• Assist in building Standard Operating Procedures (SOPs).
• Set up and maintain systems and workflows ensuring efficient use of all necessary online tools (e.g. page builders Shopify).
• Communicate on behalf of the CEO or other Clevel executives handling key conversations with stakeholders and partners.

Efficient Travel Management

• Book and manage flights hotels and transportation without any delays or issues. (do echeckings…etc no unforeseen events always have a plan B available at all times during a trip that can be stressful and energyconsuming for the CEO)
• Ensure all travel plans are wellcoordinated (with CEO’s preferences anticipating and resolving potential problems).

Minimum Requirements:

• 35 years of Executive Assistant
• Must have travel management experience
• Tools: Google workspace Microsoft
• Good communications skills and written
• Ability to establish a strong friendly relationship with the CEO ensuring longterm compatibility and trust.
• Demonstrates the ability to think independently and solve problems efficiently without requiring constant input.
• Deep understanding of travel logistics and quality standards.