Job Summary

As an Executive Assistant at Vendease, you will be responsible for performing specialised functions to ensure a high level of productivity for the Executive. You will provide efficient and responsive support to the Executive.

Responsibilities

Executive Support and Liaison

• Coordinate high level meetings, prepare meeting notes and other notes as required; create streamlined communication between the Executive and other parties
• Develop and manage communication protocols for both internal and external stakeholders
• Respond to the Executive and third parties’ requests for information, provide full assistance to the Executive during absences to ensure a high level of service is maintained
• Organise and prioritise the Executive’s to dos, plan, organise and provide assistance that is in line with the Executive’s workload, work habits and preferences
• Effectively track and manage the Executive’s project and ensure all projects are executed according to agreed timeline
• Serves as the Executive’s administrative liaison to the Senior Management team and high level external  stakeholders
• Maintains discretion and confidentiality in relationships with the Executive and third parties
• Support the Executive in investment, valuation and risk management processes and conversations
• Manage internal and external stakeholders to ensure investor proposals and related reports  are prepared according to agreed timelines
• Assist the Executive with strategic decisions making and business initiatives

Research & Data

• Carry out quantitative data gathering and analyse data into summaries for Executive’s use, make recommendations to the Executive as necessary. 
• Assist the Executive with Board communications and presentations as well as other periodic reports and change requests from third parties
• Prepare, analyse internal and external data as well as staying current with changing regulations in the industry
• Conduct research on prospective stakeholders, partners, clients etc. to identify and evaluate needs

Other Responsibilities 

• Review and manage the Executive’s monthly float giving consideration to required funds approval process
• Assist the Executive with travel arrangements,Prepare statements, reports, memos, letters, and other documents
• Coordinate personal and official travel arrangements for the  Executive
• Manage Executive’s personal staff, schedule and supervise contractors and artisans when required.

Requirements

Knowledge & Skills

• Smart, coordinated and have the capacity to engage in high level conversations
• Proficiency in the use of Google Workspace, Notion, Trello, Jira, Asana and related tools
• Must be able to meet deadlines in a fast-paced, quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills
• Ability to work evenings and weekends when necessary
• Ability to travel to support Executive Office work. This position is not conducive to remote work
• Must be discrete and maintain confidentiality

Experience & Education

• Bachelors or Masters degree preferably from an international tertiary institution
• 4-7 years proven experience in a Management Support role in Consulting, Investment banking, Tech startup or  similar  high performance/fast paced environment
• Track record of developing strong partnerships internally and externally and using influence (rather than direct authority) to make change. 

KEY PERFORMANCE INDICATORS

• % Increase of Executive’s productivity
• On-time task completion rate 
• 100% timely completion of assigned projects
• Accurate, realistic, timely and fiscally sound budget management
• Other indicators include a lack of grammatical or style errors and the speed in responding to emails and correspondence.