Chairman & CEO Assistant

A. Administrative and Operational Support Calendar Management: Expertly manage and coordinate complex calendars, including scheduling meetings, teleconferences, and domestic/international travel, ensuring all required materials and documentation are prepared in advance. Communication Gateway: Screen and prioritize incoming communications (phone calls, emails, mail), drafting correspondence, reports, and presentations on behalf of the executives.

Document Management: Maintain an organized system for executive files, documents, contracts, and confidential records, leveraging cloud-based tools and digital organization methods common in a software environment. B. Meetings and Board Support Meeting Logistics: Coordinate all aspects of executive and high-level internal meetings, including reserving rooms, setting up necessary technology (video conferencing, screen sharing), and managing attendance.

Board & Committee Support (Chairman Focus): Assist with the preparation, compilation, and distribution of Board meeting materials, resolutions, and governance documents. Attend meetings to record and transcribe minutes when required. Action Tracking: Track key decisions, deadlines, and follow-up items from executive and leadership meetings to ensure timely execution by responsible parties.

C. Project and Strategic Support (CEO Focus) Information Synthesis: Conduct research, compile data, and prepare summaries or reports on various strategic topics to aid executive decision-making. Presentation Preparation: Assist in preparing high-impact presentations for internal all-hands meetings, investor updates, and client pitches, often requiring familiarity with software industry trends and metrics.

Ad Hoc Projects: Take ownership of special projects or initiatives that originate from the Executive Office, ensuring they are executed efficiently and confidentially.

Requirements

Minimum of 3+ years of experience supporting C-level executives (CEO, Chairman, President) in a fast-paced corporate environment, preferably within the technology, software, or IT industry.

Education

Bachelor’s degree in Business Administration, Communications, or a related field is preferred. Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace. Familiarity with video conferencing platforms (Zoom, Teams) and project management software is essential.

Communication Skills: English proficiency, Exceptional verbal and written communication skills with the ability to interact professionally with all levels of the organization, clients, and external partners. Discretion: Proven ability to handle sensitive information with the utmost confidentiality and professional integrity.