Job description

Position Overview

Reporting directly to the CEO, the Executive Business Administrator role requires a highly proactive, resourceful, and experienced professional to provide comprehensive administrative support to the Chief Executive Officer. This individual must exhibit exceptional judgment, discretion, and professionalism when interacting with senior stakeholders inside and outside the organization. The role involves managing complex projects, anticipating business needs proactively, and efficiently driving improvements and solutions in a fast-paced environment.

Key Responsibilities

Maintain an in-depth understanding of the CEO's priorities and workload, offering scheduling tradeoffs and prioritizing accordingly.
Coordinate all CEO travel logistics including flights, accommodations, transportation, and detailed itineraries.
Oversee CEO’s expenses with a vigilant and fiscally responsible approach.
Support project management efforts for strategic initiatives assigned by the CEO.
Capture meeting notes for executive meetings, identify action items, and initiate timely follow-ups.
Manage high-volume scheduling of meetings, events, appointments, speaking engagements, and travel plans.
Organize and flawlessly execute board meeting logistics and coordination.
Collaborate closely with the executive leadership team to keep them apprised of commitments and necessary follow-ups.
Efficiently schedule and facilitate meetings across various formats including virtual and in-person setups.
Maintain strict confidentiality and a high level of discretion in all duties.
Resolve scheduling conflicts and operational blockers swiftly while ensuring responsiveness.
Coordinate team events involving the CEO and senior leadership, securing venues, equipment, and catering as needed.
Partner with various departments to ensure uniform scheduling practices and communication.

Candidate Profile and Requirements

Minimum five years' experience supporting a C-level executive in a dynamic, rapidly changing environment.
Proven ability to manage confidential and sensitive information with outstanding time management and leadership skills.
Strong operational excellence with agility and clarity in task execution.
Exceptional verbal and written communication capabilities.
Proficiency in Microsoft Office Suite (PowerPoint, Excel, Word) is essential.
Adaptable and open to mastering new tools to enhance productivity.
A growth mindset is critical for success in this role.
Comfort and effectiveness working remotely in a fully virtual environment.

Preferred Qualifications

Experience in technology or SaaS companies.
Previous experience directly supporting a CEO.

Physical Demands and Work Environment

The role requires regular verbal communication and listening, frequent use of hands and fingers, occasional standing, walking, sitting, and reaching with arms. The incumbent must occasionally lift or move up to 15 pounds. Visual abilities include close and distance vision and focus adjustment. The workspace noise level is typically low to moderate. Reasonable accommodations will be provided as needed.

Compensation and Benefits

Annual base salary of $125,000 USD.
12-week paid family leave policy.
Unlimited paid time off (PTO).
Reimbursements for internet and mobile phone expenses.
Medical insurance coverage.
Group term life insurance.
Short- and long-term disability pre-tax benefits.
Optional vision and dental insurance including orthodontics.
Vacation bonus initiatives.
Employee Assistance Program availability.
Generous allowance for home office setup.
Work in a collaborative, supportive, and high-performing team culture.
A pet-friendly remote work environment.

Equal Opportunity and Authorization

Our company is committed to equal employment opportunities without discrimination based on race, color, religion, sex, national origin, age, disability, or genetics. Applicants must have valid authorization to work in their resident country; visa sponsorships for US F1 or H-1B are not provided.

Executive Business Administrator