Executive Operations Assistant

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Requirements:

• Strong written and verbal communication skills to ensure alignment and clarity across teams.
• A natural ability to plan, prioritise, and execute tasks efficiently, delivering results consistently.
• Proven experience in planning and executing successful events, with a keen eye for detail.
• Prior experience managing executives of small companies, ensuring smooth operations and proactive support.
• Skilled in balancing priorities and managing time effectively to maximise productivity.
• Comprehensive experience in managing and optimising administrative tasks and workflows.
• A passion for working remotely, coupled with the self-discipline and adaptability it requires.

Responsibilities:

• Provide comprehensive administrative support to the CEO and CFOO, including calendar management, scheduling meetings, travel arrangements and correspondence.
• Oversee virtual mailboxes of our CEO and CFO, managing ad hoc day-to-day administrative tasks.
• Prepare and organise materials for meetings, conferences and presentations as needed, to ensure CEO is well-prepared
• Screen and prioritise communications, responding on behalf of the CEO when necessary
• Assist in managing internal and external relations on behalf of the CEO
• Engage with travel suppliers to confirm bookings, negotiate rates, and address any travel-related issues.
• Coordinate travel arrangements for executives, ensuring smooth, hassle-free experiences.
• Work with vendors, partners, and clients to organise business-related events and corporate functions
• Support and coordinate impactful company meetings that drive alignment to our company goals and culture, cascading information through buildkite.
• Collaborate closely with senior leaders to plan and execute key events, including our annual all company event and quarterly leadership offsites, ensuring seamless communication and alignment across Buildkite.
• Manage and coordinate Quarterly Board Meetings, including liaising with Board members, assistance in scheduling and preparation of Board materials.
• Handle sensitive information and maintain strict confidentiality on matters related to the CEO and company operations.
• Exercise judgement in decision-making and prioritisation of tasks.