Executive Assistant to the CEO

Position Overview:

We are seeking a highly organized, proactive, and discreet Executive Assistant to support the CEO of a software company that specializes in developing projects primarily for US and UK based clients. Your major objective is to free the CEO's time so he can focus on key strategic tasks. 

The ideal candidate will act as a reliable right hand, ensuring the CEO’s daily operations and strategic goals are achieved efficiently. This role requires exceptional communication skills, attention to detail, and the ability to work independently in a fast-paced environment.

The role is most likely suitable for an experienced person; however, if you possess the traits listed below, you are also welcome to apply.

To Be Successful in This Role, You Must Be:

• Proactive, resourceful, and willing to take initiative.
• Detail-oriented and meticulous.
• Emotionally intelligent, with the ability to communicate constructively and diplomatically.
• Calm under pressure, with the ability to anticipate needs and stay a step ahead.

Key Responsibilities

Calendar and Meeting Management:

• Oversee and manage the CEO's calendar, ensuring alignment with priorities.
• Schedule, reschedule, and prioritize meetings based on contact importance and urgency.
• Follow up on meetings with notes, documentation, and actionable next steps.
• Attend select meetings on behalf of the CEO to gather information and document requirements.
• Conduct daily reviews of priority lists with the CEO and provide timely reminders as needed.

Task and Workflow Management:

• Track and manage task lists, ensuring timely completion and follow-ups.
• Provide daily and weekly planning updates, summarizing priorities and key actions.
• Update CRM systems with meeting notes or ensure the CEO completes necessary entries.
• Create repeatable processes and documentation (e.g., "playbooks") for operational consistency.

Process Improvement and Communication:

• Identify areas for enhancement and iterating on processes with each instance
• Maintain consistency and predictable reliability by following through on established processes, avoiding forgotten or overlooked tasks, and ensuring continuity in workflows.
• Exhibit honesty and transparency by providing constructive feedback, with a focus on proposing innovative and actionable solutions.

Travel Coordination:

• Plan and organize all aspects of travel, including booking, payments, and post-trip expense reconciliation.
• Prepare the CEO for client visits, including itinerary planning, attire selection, and ensuring readiness.

Personal Support:

• Coordinate personal matters, such as prescription pickups, car service appointments, and food arrangements.
• Order personal items as needed (e.g., travel essentials) through platforms like Amazon or Allegro.
• Ensure the CEO’s well-being during demanding schedules (e.g., arranging meals or breaks).

About You

Must-Haves:

• Language Skills: Exceptional written and spoken English, with a mature and thoughtful communication style.
• Organization: Proven ability to manage multiple priorities without losing track of tasks.
• Patience and Reliability: Consistency in delivering quality results.
• Adaptability: Ability to work in a dynamic, asynchronous environment.
• Discretion: High levels of confidentiality and trustworthiness.
• Problem-Solving: Proactive and solution-oriented mindset.

Nice-to-Haves:

• Familiarity with modern tools like Miro, Slack, ChatGPT for day-to-day efficiency.
• Understanding of Anglo-Saxon communication cultures (US and UK).
• Interest in learning and adopting new technologies, including AI and automation tools.
• Curiosity and openness to continuous learning, including books and training sessions.
• Business acumen.

Location: Office-based in Warsaw with flexibility for asynchronous communication (WhatsApp and Slack).

Hours: Full-time, with availability during key periods such as CEO travel.