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Executive Assistant to CEO

hace 2 semanas

Granada, México Aubilities A tiempo completo

**Role Overview**:
The Executive Assistant (EA) provides high-level administrative support to the CEO by handling a wide

range of tasks that contribute to the efficient operations of the organization. This role requires a

proactive individual with excellent organizational skills, discretion, and the ability to anticipate the

executive’s needs. The EA will serve as the primary point of contact for internal and external

communications on all matters pertaining to the office of the CEO. The EA should have regular (daily /weekly) communication to the CEO to ensure all task statuses are transparent.

**Key Responsibilities**:
**Administrative Support**:

- Manage executive’s calendar by scheduling meetings, appointments, and travel arrangements as directed.
- Organize and prepare for meetings, including gathering documents and taking minutes as directed.
- Serve as the primary point of contact between the executive and internal/external

stakeholders.
- Keep an online ‘to do’ list that can be accessed and contributed by the CEO as a way to track tasks and deadlines
- Creating documents as directed by CEO

**Customer Support**:

- Support the customer onboarding by handling contracting and the onboarding process.
- Be the point of contact and face the of the company.
- Respond to customers in a quick and timely manner.

**Partnerships**:

- Develop the partnerships communities required by the company.
- Devise and adapt all templates as necessary.
- Be the point of contact and face of the company.
- Respond to partners in a quick and timely manner.

**HR**:

- Set up the new HR system
- Manage the HR system on an ongoing basis, inputting all contractors/employees

starters/leavers

**Communication & Liaison**:

- Act as a gatekeeper, ensuring the executive’s time is used effectively by prioritizing demands on their schedule.
- Draft, proofread, and edit reports, presentations, and other documents as required. Coordinate and facilitate meetings with various departments, preparing agendas, and

following up on action items as directed.

**Travel & Event Coordination**:

- Plan and arrange travel, ensuring all itineraries, accommodations, and transportation align with the executive’s schedule.
- Organize and coordinate events, conferences, and special meetings for the executive,

ensuring all details are managed.

**Project Management & Research**:

- Assist in preparing reports and conducting research to support decision-making.
- Track and manage key projects, ensuring timelines and deliverables are met.
- Perform various ad hoc assignments, conducting research and analysis as required.

**Office Management & Expense Tracking**:

- Oversee the executive’s expense reporting, including managing receipts, reimbursements, and budgeting.
- Manage all expenses, sending to accountants and are processed in a timely manner
- Manage invoices, sending to accountants, and ensure they are processed and payments are

made on time and other duties related to invoices
- Pay other regular and irregular bills on time as designated
- Order and maintain office supplies and equipment, liaising with vendors when necessary.
- Implement administrative systems, policies, and procedures to improve workflow and office efficiency.

**Ad hoc duties**:

- Ensuring all team members (business and personal) are doing their duties and report when this is not the case
- Take care of all information provided to CEO and make the information into concise digestible formats

**Discretion & Confidentiality**:

- Handle sensitive information with the highest level of confidentiality.
- Exercise discretion in all interactions, maintaining a professional demeanor.

**Qualifications**:

- Proven experience as an EA.

**Skills**:

- Ideally degree educated or equivalent time in industry as an experienced EA
- Fast learner
- Be able to work independently and autonomously
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- Ability to multitask and prioritize tasks effectively.
- Attention to detail and proactive problem-solving skills.
- Ability to work in a fast-paced production environment.
- Anticipating needs of CEO and able to make decisions to make workload for CEO simpler, not complex
- Proficiency in English and Spanish
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other office management tools.
- High level of professionalism and discretion.

**Key Performance Indicators (KPIs)**:

- Tasks: tasks being completed to high quality of standards
- Deadlines: Performing tasks on time within deadlines without compromising quality.
- Feedback implementation: Ability to make revisions effectively based on manager, team or client feedback.
- Adaptability: Ability to adapt to changing priorities and remain calm under pressure.
- Proactiveness: Anticipates needs and identifies opportunities to support executive

productivity.
- Interpersonal Skills: P