IDM (www.idmbrands.com) a startup hub specializing in creating brands, is seeking a proactive Technical Executive Assistant to CEO to assist in projects, operations, and marketing management.
As the Technical Executive Assistant to the CEO, you will collaborate closely with the CEO and play a crucial role in ensuring the smooth functioning of the company's operations.
This role requires exceptional organizational skills and strong attention to detail. You will be responsible for project coordination, operational support, and marketing activities.
Responsibilities:
Administrative Support
- Operations Management: Assist in the day-to-day operations of the company, including managing calendar schedules, coordinating meetings, and handling administrative tasks.
- Email management: maintain and organize CEO's emails and calendar and similar tasks.
- Communication Management: Facilitate effective communication within the company and with external stakeholders.
- Invoice Management: Oversee the processing and management of invoices, ensuring accurate and timely billing activities. This includes reviewing incoming invoices for correctness, approving payments, liaising with the finance department to resolve discrepancies, and maintaining organized records of all transactions to support financial audits and budgeting processes.
Point of Contact
- Handle incoming communications, including emails, phone calls, and inquiries.
- Liaison with External Partners: Serve as the main contact between the executive and external partners, such as vendors, clients, and other stakeholders, to guarantee effective communication and coordination.
- Scheduling and Coordinating External Meetings: The responsibilities include organizing and handling the scheduling of meetings with external parties. This involves preparing meeting agendas, briefing the executive, and help facilitates productive discussions.
Record Management
- Documentation and Organization: Maintain and organize files, documents, and records. Manage and maintain confidential information and documentation.
Other Key Responsibilities
- Project Coordination: Collaborate with cross-functional teams to coordinate and manage projects from initiation to completion.
- Data Analysis: Analyze data and provide insights to support decision-making processes.
- Research and Reporting: Conduct research on various topics and prepare reports and presentations.
- Special Projects: Take ownership of special projects assigned by the CEO, ensuring their successful completion.
- Relationship Building: Build and maintain strong relationships with clients, partners, and team members.
- Oversee and monitor ongoing operations to identify areas for improvement and implement effective strategies.
Requirements
- Strong tech-savvy aptitude; willingness to adapt and learn new technology tools and software.
- Bachelor's degree.
- Minimum of 2 years of experience as an executive assistant or in a similar role.
- Demonstrated expertise in project management, operations support, and marketing management.
- Excellent verbal and written communication skills. Fluent in English
- Proficiency in Google Suite, Microsoft Office Suite, and project management software.
- Ability to handle confidential and sensitive information with discretion.
- Strong problem-solving and decision-making skills.
- Ability to work independently and collaboratively in a fast-paced environment.
- Flexibility and adaptability to changing priorities and deadlines.
- Tech-savvy with the ability to quickly learn new tools and software.
- Stable internet connection, personal equipment, and a quiet workspace.
Benefits
- Remote /work-from-home
- Full-Time, Permanent
- Paid Annual leaves
- Paid Sick leaves
- Paid Philippine Public holidays
- Health Insurance coverage (after probation period)
- Genuine growth opportunities