Executive Assistant

7 meses atrás

Porto, Portugal Jolera Inc. Tempo inteiro
Jolera offers MSPs & IT solution providers next-generation managed services enabling them to create world-class experiences for their clients. We are dedicated to innovating the way organizations integrate IT with their business, providing organizations with live actionable insights to help them succeed. Our partners receive award-winning solutions built on over 20 years of experience servicing businesses worldwide.
The Executive Assistant will manage the day-to-day business activities of the CEO, CRO & Vice-President, as well as other members of the Executive Team if needed. Responsibilities include providing strategic management of the CEO, CRO & Vice-President busy and complex schedules, coordinating meetings with internal and external contacts, managing appointments, preparing and tracking the monthly expenses, and arranging complex travel.
The role is a pivotal support position, as the Executive Assistant is a key liaison among staff members and between the CEO and other members of the Senior Leadership and Operations team.In all of these facets, the Executive Assistant will need to demonstrate the ability to handle confidential information with discretion and utilize significant amounts of independent judgment, while always maintaining the decorum of the office of the CEO.
What You’ll Do
Executive Support (80%)
  • Organize and coordinate calendars – scheduling, updating, and managing all meetings
  • Managing personal appointments (doctor’s, golf, restaurant reservations, charity events, etc) and paying personal/corporate bills
  • Coordinating logistics for engagements and handling special event invitations
  • Manage and arrange travel (hotel & flight bookings)
  • Track executive expenses and prepare expense reports for reimbursement and billing
  • Support to the Executive Team with tasks that would elevate their productive time
  • Support as needed in preparing for engagements or other internal/external meetings such as conducting research
  • Manage organizational communication, scheduling, logistics, and minute-taking for key internal events such as board meetings, staff meetings, and managers’ meetings
  • As appropriate, provide administrative support to other Executive Team members in terms of managing meeting logistics, making travel arrangements, and coordinating schedules
  • Other administrative duties as needed and assigned to all members of the Executive Team
  • Create shipping labels, manage shipments for the Executive team and assist the Finance team with managing shipments

Driving (20%)
  • Driving CEO and Clients on an occasional basis (G full license is required)

Qualifications: 
  • Two years minimum experience in an administrative support role, preferably at the senior level.
  • Experience with an IT or technology company is a strong asset.
  • A self-starter with a high degree of energy and careful attention to detail.
  • Strong sense of initiative and a process-improvement mindset.
  • Highly flexible, creative problem solver, with a strong ability to multitask.
  • Excellent oral and written communication skills (fluent English is mandatory).
  • Execute and exhibit good judgment.
  • High level of professionalism.
  • Superb organizational and time-management skills.
  • Excellent computer skills; proficient or advanced skill in Microsoft Suite (Outlook)
  • A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
  • High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and prioritize own work on multiple projects.
  • Strong commitment to the mission and goals of the organization. Aware of and able to navigate diverse cultural backgrounds.

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