Job Summary
The Executive Assistant to the Founders provides comprehensive support to the company's Founders, ensuring seamless operations and enabling them to focus on strategic initiatives. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to handle complex tasks in a dynamic and fast-paced environment. The Executive Assistant serves as a trusted liaison, representing the Founders' interests, and managing various responsibilities to facilitate their success.
Work Hours
This role requires availability around the clock to ensure responsiveness and immediate assistance when needed. However, the core working hours for this position are from 7:00 AM to 7:00 PM, Monday to Friday, during which the Executive Assistant will be working from the office (WFO).
Key Responsibilities
1. Calendar Management and Scheduling
- Effectively manage the Founders' dynamic calendars, coordinating and scheduling meetings, appointments, and events.
- Proactively anticipate scheduling conflicts, adjust appointments as necessary, and send timely meeting reminders.
- Coordinate travel arrangements, including flights, accommodation, and transportation, considering time zones, availability, travel requirements (such as visa), and priorities.
2. Communication and Correspondence
- Serve as the point of contact for internal and external communications, promptly screening requests and correspondence.
- Draft, edit, and proofread various documents, including letters, memos, reports, presentations, and briefing materials.
- Check documents to be signed, ensuring accuracy and completeness.
3. Meeting Coordination and Support
- Facilitate meetings with internal and external stakeholders, coordinating logistics, booking venues, and arranging necessary equipment.
- Attend meetings, record accurate minutes, and provide timely distribution of minutes and follow-up action items.
- Collaborate with participants to gather materials, prepare presentations, and ensure smooth information flow during meetings.
4. Relationship Management
- Build and maintain strong professional relationships with internal and external stakeholders, representing the Founders professionally and courteously.
- Serve as a liaison between the Founders and various individuals and departments, ensuring effective communication and collaboration.
- Coordinate and manage interactions with clients, partners, investors, and other VIP guests, making necessary arrangements and providing exceptional hospitality (5+ star service).
5. Information Management
- Proactively manage and prioritize incoming information, requests, and documents, exercising discretion and confidentiality.
- Conduct research, gather data, and prepare reports on specific topics as assigned, ensuring accuracy and completeness.
- Develop and maintain organized filing systems, both physical and electronic, for easy retrieval and storage of important documents.
6. Project Coordination
- Support the Founders in managing and executing various projects, tracking progress, and ensuring timely completion.
- Conduct preliminary research, collect data, and compile relevant information for projects, presentations, and strategic initiatives.
- Assist in coordinating cross-functional teams, ensuring effective communication and collaboration to achieve project objectives.
7. Office Operations and Administrative Support
- Provide general administrative support to the executive office
- Coordinate and organize internal events, conferences, and team-building activities, handling logistics and ensuring smooth execution.
- Manage office supplies, equipment, and facilities, liaising with vendors and service providers as necessary.
8. Special Assignments
- Undertake special projects as assigned by the Founders, demonstrating adaptability and problem-solving skills.
- Conduct research, analysis, and presentation of findings on critical issues, contributing to strategic decision-making.
- Handle confidential matters and sensitive information with the utmost professionalism and discretion.
Key Characteristics
1. Integrity – trustworthy, maintain confidentiality.
2. Reliable & accountable – get things done in a timely manner and correctly.
3. Problem-solving – able to structure the problems correctly, then solve them.
4. Proactive – eager to learn, take initiative, think ahead of what is expected.
5. Discipline & professional – be punctual, act and behave properly in every situation.
6. Warm and friendly – inclusive culture, fun, positive energy.
7. Exceptional hospitality – 5* service, especially to clients, partners, and investors.
Job Summary
The Executive Assistant to the Founders provides comprehensive support to the company's Founders, ensuring seamless operations and enabling them to focus on strategic initiatives. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to handle complex tasks in a dynamic and fast-paced environment. The Executive Assistant serves as a trusted liaison, representing the Founders' interests, and managing various responsibilities to facilitate their success.
Work Hours
This role requires availability around the clock to ensure responsiveness and immediate assistance when needed. However, the core working hours for this position are from 7:00 AM to 7:00 PM, Monday to Friday, during which the Executive Assistant will be working from the office (WFO).
Key Responsibilities
1. Calendar Management and Scheduling
- Effectively manage the Founders' dynamic calendars, coordinating and scheduling meetings, appointments, and events.
- Proactively anticipate scheduling conflicts, adjust appointments as necessary, and send timely meeting reminders.
- Coordinate travel arrangements, including flights, accommodation, and transportation, considering time zones, availability, travel requirements (such as visa), and priorities.
2. Communication and Correspondence
- Serve as the point of contact for internal and external communications, promptly screening requests and correspondence.
- Draft, edit, and proofread various documents, including letters, memos, reports, presentations, and briefing materials.
- Check documents to be signed, ensuring accuracy and completeness.
3. Meeting Coordination and Support
- Facilitate meetings with internal and external stakeholders, coordinating logistics, booking venues, and arranging necessary equipment.
- Attend meetings, record accurate minutes, and provide timely distribution of minutes and follow-up action items.
- Collaborate with participants to gather materials, prepare presentations, and ensure smooth information flow during meetings.
4. Relationship Management
- Build and maintain strong professional relationships with internal and external stakeholders, representing the Founders professionally and courteously.
- Serve as a liaison between the Founders and various individuals and departments, ensuring effective communication and collaboration.
- Coordinate and manage interactions with clients, partners, investors, and other VIP guests, making necessary arrangements and providing exceptional hospitality (5+ star service).
5. Information Management
- Proactively manage and prioritize incoming information, requests, and documents, exercising discretion and confidentiality.
- Conduct research, gather data, and prepare reports on specific topics as assigned, ensuring accuracy and completeness.
- Develop and maintain organized filing systems, both physical and electronic, for easy retrieval and storage of important documents.
6. Project Coordination
- Support the Founders in managing and executing various projects, tracking progress, and ensuring timely completion.
- Conduct preliminary research, collect data, and compile relevant information for projects, presentations, and strategic initiatives.
- Assist in coordinating cross-functional teams, ensuring effective communication and collaboration to achieve project objectives.
7. Office Operations and Administrative Support
- Provide general administrative support to the executive office
- Coordinate and organize internal events, conferences, and team-building activities, handling logistics and ensuring smooth execution.
- Manage office supplies, equipment, and facilities, liaising with vendors and service providers as necessary.
8. Special Assignments
- Undertake special projects as assigned by the Founders, demonstrating adaptability and problem-solving skills.
- Conduct research, analysis, and presentation of findings on critical issues, contributing to strategic decision-making.
- Handle confidential matters and sensitive information with the utmost professionalism and discretion.
Key Characteristics
1. Integrity – trustworthy, maintain confidentiality.
2. Reliable & accountable – get things done in a timely manner and correctly.
3. Problem-solving – able to structure the problems correctly, then solve them.
4. Proactive – eager to learn, take initiative, think ahead of what is expected.
5. Discipline & professional – be punctual, act and behave properly in every situation.
6. Warm and friendly – inclusive culture, fun, positive energy.
7. Exceptional hospitality – 5* service, especially to clients, partners, and investors.