Executive Assistant

Náplň práce, právomoci a zodpovednosti:

​We are seeking a highly organized and detail-oriented individual to act as an Executive Assistant to support the CEO of our Institute. The ideal candidate will be proactive, possess strong communication skills, and demonstrate the ability to handle multiple tasks efficiently. This position requires strong attention to detail, ability to work in a fast-paced environment and to multitask so that the Executive Assistant can make a real contribution to the development of a unique research organization connecting science to business.

The offered position is not a traditional secretarial administrative job. It provides a wide range of administrative and organizational tasks with a high degree of autonomy. Therefore, we are looking for a capable and successful individual who has already acted in a similar  role and has demonstrated the ability to handle partially routine tasks and given procedures. On the other hand, we are looking for a person who is independent, versatile, and capable of gradually collaborating with the CEO in administrative, organizational, and communication areas.

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Responsibilities:

Calendar management: A broad range of administrative tasks including handling a very active calendar of the CEO of the institute. Plan, coordinate, and ensure the schedule is followed and appropriately prioritized. Keep the board and team members well-informed of upcoming commitments and responsibilities, with appropriate follow up.

CEO's communication organization: Prioritize, and follow up on incoming email, issues and concerns addressed to the CEO, including those of a confidential nature. Decide on the best course of action, referral, or response. Serve as the primary point of contact for internal and external communication on behalf of the CEO. 

Travel arrangements: Completing expense reports; composing and preparing correspondence; arranging travel plans, and agendas; compiling documents for travel-related meetings.

Meetings coordination: Scheduling and preparing agendas, and taking meeting minutes. Follow up on action items and ensure timely completion.

Information Management: Research, compile data, and prepare reports or presentations as requested. 

Projects: Participation in assigned projects, including those related to the CEO’s involvement in the projects.

Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.

Požiadavky na zamestnanca:

• Minimum 4 years of a validated experience in an Executive Assistant or similar role. 

• Strong organizational and communication skills. 

• Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail are important for this role.

• Expert-level written and verbal communication skills in English. 

• Strategic approach to problem-solving with strong decision-making capability.

• Experience in handling confidential information with high discretion, being adaptable to various demands.

• Ability to meet complete challenges in the dynamic environment.