Senior Executive Assistant to the CEO

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Department
Operations
Location
Remote
Salary
$90,000 - $120,000 (commensurate with experience and skills; discretionary bonus)
Working Requirements
Australian Residents Only
Application Close Date
21/01/2025

Position Overview

We are seeking a highly motivated and resourceful Senior Executive Assistant to support our CEO. This role is instrumental in ensuring the CEO’s time is maximized, priorities are met, and goals are achieved. As a trusted partner, the Senior Executive Assistant will act as a gatekeeper, project manager, and confidant while maintaining the utmost professionalism and discretion.

Location: Sydney (Remote, with occasional in-person meetings and events)

Key Responsibilities

1. Email and Communication Management

  • Organize and manage the CEO’s inbox with a labeling system:
  • Respond to emails on the CEO’s behalf, maintaining a professional tone and accuracy.
  • Create templates for consistent communication, such as: “This is [Name], Arjun’s assistant. I thought you’d appreciate a speedy reply while he reviews your email.”

2. Calendar and Scheduling

  • Proactively manage the CEO’s calendar:
    • Align meetings (e.g., podcasts, 1:1s, portfolio reviews) into batches.
    • Ensure time for deep work and task completion is prioritised.
    • Offer availability options for scheduling without constant input.
  • Plan and coordinate personal and professional travel arrangements.

3. Metrics, Reports, and Data Management

  • Compile and clean business metrics data for reporting.
  • Conduct competitor and industry research.
  • Track and report on online reputation.

4. Project and Task Management

  • Organise and manage the CEO’s project ideas in Notion.
  • Document and track business plans, goals, and initiatives.
  • Set up and manage e-signatures and document approvals.

5. Financial and Expense Oversight

  • Manage personal and business expenses and budgets for the CEO.
  • Coordinate with the CFO/ops team for financial reviews and reporting.
  • Collect and organize documentation for banking/finance purposes.

6. Meeting Preparation and Follow-Up

  • Prepare pre-read materials and draft agendas for meetings.
  • Document and follow up on meeting action items.
  • Ensure meetings stay on track and eliminate bleed time.

7. Administrative and Personal Support

  • Handle personal administrative tasks and life management.
  • Organise portfolio reviews with clients.
  • Draft and maintain updated bios, website content featuring Arjun, and his online profile.
  • Coordinate thank-you notes and gifts as needed.

8. Strategic Support

  • Actively participate in goal-setting and business planning discussions.
  • Gatekeep podcast and speaking opportunities while proactively seeking new opportunities.
  • Assist with CRM task management and ensure data accuracy.

Core Values

1. Integrity and Discretion

  • Handle confidential information with professionalism and trustworthiness.

2. Proactive Mindset

  • Anticipate needs and take initiative without waiting for direction.

3. Dependability and Accountability

  • Consistently follow through on commitments and responsibilities.

4. Adaptability

  • Thrive in a fast-paced, changing environment and adjust priorities seamlessly.

5. Empathy and Emotional Intelligence

  • Understand the nuances of relationships and maintain composure under pressure.

6. Professionalism

  • Represent the executive and organization with poise and diplomacy.

Key Skills

1. Exceptional Organizational Skills

  • Streamline workflows and manage multiple priorities effortlessly.

2. Advanced Communication

  • Communicate clearly, act as a liaison, and maintain a professional tone.

3. Problem-Solving and Critical Thinking

  • Provide practical solutions and maintain composure under pressure.

4. Time Management

  • Balance multiple tasks while meeting deadlines.

5. Technical Proficiency

  • Proficient in tools like Notion, Miro, Google Suite, Calendly, PandaDoc, and adaptable to learning new software.

6. Project Management

  • Oversee complex projects and coordinate with internal and external teams.

7. Research and Analysis

  • Gather, synthesise, and present information to aid decision-making.

8. Stakeholder Management

  • Build and maintain relationships with internal and external stakeholders.

Bonus Skills

  • Strategic Thinking: Support in aligning tasks with long-term goals.
  • Event Coordination: Plan events and meetings with precision.
  • Financial Acumen: Manage budgets and expenses efficiently.
  • Crisis Management: Handle unexpected challenges effectively.

Ideal Candidate Profile

The ideal candidate is a highly organised, detail-oriented, and resourceful professional who thrives in a dynamic environment. They possess exceptional communication skills, a proactive mindset, and a genuine passion for supporting leadership in achieving their goals. Their adaptability and discretion ensure they can handle the diverse and ever-changing demands of this role.