Job Details
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Job Description
This role will be pivotal in supporting our executive team and ensuring the smooth operation of our board meetings and administrative functions. The ideal candidate will have a strong background in administration, exceptional organizational skills, and the ability to manage high-level tasks independently.
1. Board Meeting Coordination:
- Collect necessary data and information for board meetings.
- Prepare and distribute meeting agendas and materials.
- Schedule and coordinate all aspects of online board meetings.
- Attend meetings to take minutes (MOM) and distribute them promptly.
- Follow up on action items and decisions made during meetings.
- Coordinate with different departments and teams to follow up on tasks and projects.
- Maintain confidentiality and professionalism in all interactions.
- Ensure timely and accurate processing of invoices, receipts, and other financial documents.
- Assist in the preparation of audit schedules and support external auditors during audits
2. Administrative Support:
- Assist the CEO's Personal Assistant with administrative tasks.
- Create and maintain spreadsheets, presentations, and reports.
- Handle travel arrangements for the team and executives.
- Manage calendars and schedule appointments as needed for board.
- Act as a central point of contact for board members and stakeholders.
Job Requirements
- Previous experience in similar role with at least 3 years.
- Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
- Proficiency in creating and managing documents, presentations, and reports.
- Flexible attitude with the ability to adapt to changing priorities, time zones and deadlines (if needed).
- Proven ability to handle confidential information with discretion.
- Experience in organizing and facilitating online meetings is highly desirable.
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- Finance experience and knowledge is a plus.
