The Executive Assistant for our Chief Technology Officer (CTO) is a critical role responsible for supporting the cto and their direct team. The CTO is responsible for the development of our technology platforms and technology systems. His team does work essential to the company and works to tight deadlines with considerable pressure on results, and this role is essential in supporting the smooth running of the whole department, split between providing administrative support for the CTO and their direct reports.
Given the cto’s is one of the key positions into our company, the ea needs to act as a reliable link back at the office ensuring continuous communication and handling of last-minute requests.
The holder of this high-performance role must demonstrate a high level of professionalism, pro-activeness and initiative, and understanding how their responsibilities and performance impact the rest of the team. The successful candidate needs to be comfortable working in a high-paced environment with frequently changing/evolving tasks and goals. Outstanding attention to detail and excellent communication skills are as critical as building effective relationships with other senior executives and their EAs.
Roles and Responsibilities:
+ Proactive calendar management, handling schedules for the CTO and direct reports.
+ Ensure that all meeting invitations are responded to quickly and efficiently and that the shared calendar is always 100% up to date and accurate.
+ Ensuring that appointments for the week ahead are confirmed and clearly documented with the correct attendees, agenda points and any required resources.
+ Regularly monitoring email communications to the cto and responding to important and time-critical messages, and bringing them to the attention of the cto where an immediate response is required and handling non-urgent, external requests that could be directed elsewhere.
+ Keeping up to date with the Events calendar and ensuring that the CTO is aware of key meetings that may be useful for them.
+ Liaising with other EAs across the organization to maximize the effectiveness of the CTO in building relationships with them.
+ Managing documentation for the CTO, ensuring that agendas and papers required for meetings are prepared in advance and properly filed afterward.
+ Developing presentation materials for key meetings.
+ Creating detailed notes and documents for key meetings.
+ Building spreadsheets and workbooks.
+ Ensuring that telephone messages, emails and written correspondence are reviewed daily and that urgent requests are prioritized and dealt with appropriately.
+ Producing a calendar each morning with keynotes and priorities from the previous day.
+ Scheduling, booking and arranging travel for the CTO and their direct reports, ensuring an optimum travel schedule to maximize the effectiveness of the team.
+ Monitoring and tracking expenditure on travel for the CTO and the whole department, ensuring that monthly travel requests and spend are in line with budgeted forecasts as shared with Finance.
+ Ensuring that travel details are accurately recorded in both the CTO’s calendar and team calendars, with all entries in the correct time-zone and with critical details visible.
+ Tracking vacation requests and time out of the office for the CTO and their direct reports and maintaining a team calendar for them.
+ Leading the onboarding logistics for new hires of the cto and key hires in the department as requested by the cto’s direct reports.
+ Other, non-essential duties.
+ More than 2 years of experience as an Administrative Assistant, supporting senior executives in high performance, fast-moving environments.
+ Language & Communication. A strong communicator, confident and comfortable around senior executives with excellent manners and knowledge of business etiquette.
+ Supervisory experience.
+ Advance experience with GDocs tools, Project Management tools.
+ Reasoning Skills. Is numerate, proficient with resourcing, budgets, forecasting and able to construct valid arguments and investment cases.
+ Technical Skills. Proficient in the use of GDocs, productivity and communication tools.
+ Excellent attention to detail; someone who is always aiming for the highest quality in their work, but who is able to work quickly and under pressure. Should be highly accurate and precise in their work.
+ Must demonstrate a high level of initiative and be able to make sound decisions based on their experience and judgment.
+ Highly responsive and communicative; understands the importance of being available, clarify instructions and confirming actions.
+ Strong focus on supporting their executive and prioritizing their key responsibilities over other tasks and non-work-related activities and able to react to requests immediately with clear outcomes and a high level of reliability.
Category: Admin Support
Subcategory: Virtual Assistant
Project size: Large
Is this a project or a position?: Project
Required availability: As needed