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.
Previous experience in similar role with at least 3 years.Proven experience as an Office Manager, Front Office Manager or Administrative AssistantProficiency 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 workAttention to detail and problem solving skillsExcellent written and verbal communication skillsStrong organizational and planning skills in a fast-paced environmentA creative mind with an ability to suggest improvementsFinance experience and knowledge is a plus.