VegaStack

Position Overview

We are seeking a highly organized and proactive Executive Assistant with 1 month to 6 months of experience to support the CEO in day-to-day operations. The ideal candidate will excel in a fast-paced environment, demonstrating excellent coordination, communication, and multitasking skills.

Job Location: On-Site

What You Will Be Doing

Administrative Support

• Manage the CEO’s calendar, schedule meetings, and prioritize appointments.
• Prepare and maintain records, documents, and presentations.

Meeting Management

• Follow up on action items from meetings and ensure timely completion.
• Organize and coordinate internal and external meetings, including agenda preparation and minute-taking.

Strategic Support

• Conduct research and provide insights on business trends, opportunities, and competitive analysis.
• Assist in drafting reports, proposals, and strategic documents for high-level meetings.

Communication & Coordination

• Act as the primary liaison between the CEO and internal/external stakeholders.
• Draft and review correspondence, ensuring accuracy and tone alignment.

Project Management

• Support the CEO in planning and executing projects, tracking progress, and ensuring milestones are met.
• Coordinate with cross-functional teams to drive project outcomes.

Confidentiality & Discretion

• Handle sensitive information with utmost confidentiality and professionalism.
• Manage confidential files and ensure their safe storage.

Operational Efficiency

• Proactively identify inefficiencies and suggest process improvements to optimize the CEO’s workflow.
• Monitor key performance indicators (KPIs) and prepare periodic reports.

Event Management

• Organize corporate events, team offsites, and other key activities.
• Ensure all logistical and administrative aspects are handled efficiently.

What You’ll Need

• Excellent Communication: Strong written and verbal communication skills.
• Time Management: Ability to prioritize and manage multiple tasks efficiently.
• Attention to Detail: High degree of accuracy in documentation and scheduling.
• Proactive Problem-Solving: Anticipates needs and provides solutions.
• Tech-Savviness: Proficiency in Google Workspace (Docs, Sheets, Slides), Project management tools like ClickUp and collaboration tools like Slack.
• Discretion & Professionalism: Handles confidential information with integrity.

Benefits

• Working closely with the leadership & an opportunity for an accelerated career growth.
• Opportunities for professional development and career growth.
• Collaborative and dynamic work environment.