The Executive Assistant (EA) to the CEO provides high-level administrative and operational support to ensure the efficient management of the CEO's office. This role requires exceptional organizational skills, professionalism, and discretion, as well as a proactive approach to anticipating business needs and managing competing priorities.
In addition to traditional EA responsibilities, this position will play a key role in supporting business insights and decision-making through the creation of sales reports, competitor analysis, and monthly performance reporting. The EA will work closely with the CEO, senior leadership, and cross-functional teams to ensure timely and accurate delivery of information and seamless coordination across the business.
Key Responsibilities
Executive Support
* Provide comprehensive administrative support to the CEO, including calendar management, travel arrangements, correspondence, meeting preparation, and expense management.
* Manage the flow of information to and from the CEO's office, ensuring priorities are clearly communicated and deadlines are met.
* Draft, proofread, and manage confidential documents, presentations, and communications.
* Coordinate board and executive meetings, including agenda preparation, document collation, and minute-taking where required.
* Act as a trusted liaison between the CEO and internal/external stakeholders, maintaining a high level of professionalism and confidentiality at all times.
Reporting & Analysis
* Prepare and maintain monthly business performance reports, ensuring accuracy and alignment with organizational KPIs.
* Compile and analyze sales data to produce clear, actionable insights for executive decision-making.
* Conduct competitor and market analysis, summarizing key trends, risks, and opportunities.
* Collaborate with finance, sales, and operations teams to gather and verify data for reporting purposes.
* Develop dashboards and reporting templates that streamline recurring reporting processes.
Strategic & Project Support
* Assist the CEO with the management and follow-up of strategic initiatives and projects.
* Research and prepare briefing materials, presentations, and talking points for key meetings, conferences, and events.
* Support internal communication efforts, helping the CEO cascade key messages across the business.
Office & Relationship Management
* Build and maintain strong relationships with internal stakeholders and external partners.
* Coordinate special events, leadership meetings, and team activities as required.
* Support the continuous improvement of office systems and processes to enhance efficiency.
Skills and Experience
Essential:
* Minimum 3 years' experience supporting C-suite executives, preferably within a fast-paced corporate or entrepreneurial environment.
* Demonstrated ability to handle confidential information with discretion and sound judgment.
* Strong analytical and data interpretation skills, with proficiency in Excel and HubSpot (e.g., HubSpot is not essential, however highly regarded).
* Excellent written and verbal communication skills, with meticulous attention to detail.
* Highly organized, proactive, and capable of managing multiple priorities simultaneously.
* Strong business acumen and ability to understand and summarize complex information quickly.
Desirable:
* Experience in preparing sales and financial reports or competitor analysis.
* Familiarity with CRM and sales reporting systems (e.g., Xero, HubSpot).
* Tertiary qualifications in business, communications, or a related field.
Personal Attributes
* Discreet, trustworthy, and professional in all interactions.
* Proactive problem-solver who anticipates needs and takes initiative.
* Adaptable and resilient under pressure.
* Collaborative team player with a positive and approachable demeanor.
* Strong alignment with organizational values and mission.
Key Performance Indicators (KPIs)
* Accuracy and timeliness of reports and analysis.
* Efficiency and effectiveness of CEO support functions.
* Quality of stakeholder engagement and communication.
* Proactive management of priorities and deadlines.
* Contribution to continuous improvement of reporting and administrative processes.
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