Executive Assistant

Vor 4 Tagen

Wien, Wien, Österreich at Vollzeit

Operational Efficiency of the Office of the CEO

  • Proactively manage complex scheduling, meetings and travel arrangements ensuring optimal time management.
  • Prepare briefing materials and agendas for meetings, and record follow up on action items, ensuring the CEO is well briefed for all meetings and presentations.
  • Draft and edit high quality correspondence, reports, and presentations for internal and external stakeholders on behalf of the CEO.
  • Conduct research, compile data & provide insightful recommendations to support CEO decision-making.
  • Anticipate and proactively address potential challenges and issues, ensuring smooth and efficient operations within the Office of the CEO.
  • Manage confidential records and files, ensuring accuracy and security.
  • Develop and implement administrative systems to improve efficiency.
  • Oversee all administrative processes within the Office of the CEO, including expense reconciliation, procurement, and record management, ensuring efficiency and compliance to Company policy and DOA.
  • Manage Board meetings, including preparation of agendas, minutes, and logistics (as required).
  • Provide administrative support to other members of the ELT as required.

Operational and Strategic Support

  • Collaborate with the CEO and Executive Leadership Team (ELT) on the coordination and execution of strategic initiatives and key business priorities.
  • Support ELT projects by managing timelines, follow-ups, and deliverables and providing regular progress reports.
  • Identify and escalate project risks and issues proactively to the CEO.

Stakeholder Management:

  • Act as a liaison between the Office of the CEO and other departments, fostering effective communication.
  • Cultivate and maintain strong professional relationships with external stakeholders, including Board members, partners, and clients, representing the CEO and the organization with professionalism and diplomacy.
  • Handle sensitive and confidential information with discretion and professionalism.

Human Resources and Team Support

  • Assist in onboarding new team members by organizing materials and schedules.
  • Act as a liaison between HR and the executive, managing sensitive employee issues with discretion and professionalism.
  • Contribute to team morale initiatives and foster a positive and collaborative work environment.

Crisis and Contingency Management

  • Quickly adapt and respond to unexpected challenges or emergencies.
  • Develop and maintain contingency plans to address potential disruptions such as travel delays, IT issues, or scheduling conflicts.
  • Maintain calm and focus under pressure, ensuring effective decision making during critical situations.

Digital and Technological Proficiency

  • Utilize advanced tools and platforms for communication, scheduling, and data management.
  • Implement automation tools to streamline repetitive tasks and improve efficiency.
  • Troubleshoot basic IT issues and coordinate with technical teams as needed.
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