Administrative Support Specialist Job 2024 Full Time

Position Overview

About You:

• Organized and Detail-Oriented: You excel at managing multiple priorities and pay close attention to details, ensuring that little to none falls through the cracks.
• Proactive Problem Solver: You approach challenges with a solution-oriented mindset and take the initiative to resolve issues before they escalate.
• Excellent Communicator: You possess strong interpersonal skills and can build and maintain positive relationships with diverse stakeholders.
• Tech-Savvy: You are proficient with calendar management tools, email platforms, and project management methodologies, and you quickly adapt to new technologies.
• Self-Starter: You thrive in a fast-paced environment and are motivated by various tasks and responsibilities.

What You’ll Do:

• Manage Calendars: Maintain up-to-date daily schedules, organizing meetings, appointments, and events with precision.
• Schedule Meetings: Efficiently coordinate and schedule meetings and calls, accommodating different time zones and preferences.
• Coordinate Emails: Facilitate team communication by managing emails through Slack, Front, and WhatsApp, ensuring prompt and effective responses.
• Manage Emails: Oversee the CEO’s professional and personal email accounts, ensuring timely and confidential handling of communications.
• Coordinate Travel: Ensure accurate scheduling of all travel arrangements, including flights and accommodations, and keep relevant details updated in the calendar.
• Daily Newsletters: Review and flag important newsletters, summarizing key points for the CEO each day to ensure timely awareness of relevant information.
• Approve Time Off: Monitor, review, and coordinate team time-off requests to the CEO, balancing coverage and ensuring operational continuity.
• Create Tykes: Oversee the creation and distribution of Tykes every month, keeping stakeholders informed and engaged.
• Manage Call Notes: Monitor and organize call notes in Notion, ensuring proper storage and accessibility.
• Handle LinkedIn: Update and manage the CEO’s LinkedIn profile, ensuring it reflects current activities and achievements.
• Monitor Slack: Keep track of Slack channels, highlighting and reporting critical updates to the CEO.
• Ad Hoc Tasks: Perform various ad hoc tasks as needed, demonstrating flexibility and a proactive approach to problem-solving.

• Strategy Workplan: Develop and maintain a weekly corporate strategy workplan, supporting strategic initiatives and tracking progress.

• Monitor and manage the CEO’s personal accounts, addressing any issues or updates promptly.
• Oversee and manage the CEO’s personal email communications, ensuring efficiency and confidentiality.

• Assist with Sales: Provide support for sales-related tasks, including managing conference arrangements and project management for JDS & partners as needed.

• Project Management: Oversee and manage projects related to Ecosystem Relations, ensuring effective execution and alignment with organizational goals.

Qualifications

• Bachelor’s degree in business administration, Communications, or a related field.
• Minimum 2-3 years of experience as an executive assistant or operations analyst.
• Strong understanding of calendar management tools and scheduling best practices.
• Excellent communication, interpersonal, and organizational skills.
• Proficiency in using software, including Front, Google Workspace, Microsoft Office Suite, Slack, Notion, and LinkedIn.
• Ability to prioritize tasks, manage multiple deadlines, and work independently.
• Detail-oriented with a proactive approach to problem-solving.