Executive Assistant

Summary

Join Omnipresent, a global employment platform, as an Executive Assistant providing comprehensive administrative support to the CEO and senior leadership team. You will manage calendars, travel arrangements, and ad-hoc tasks, while also assisting with executive-level initiatives and projects. This role requires excellent organizational and communication skills, experience working with senior management, and proficiency in various software applications. The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced, remote environment with a globally distributed team. Omnipresent offers a flexible work environment, professional development opportunities, wellbeing support, and additional benefits such as shared ownership and home office setup.

Requirements

• Have proven work experience or training in an office management in a remote environment, or operations role in a quick growth/startup environment
• Have excellent administrative and organisational skills, attention to detail, diligence and accuracy
• Have demonstrable experience working at executive level and with senior management teams
• Have strong written and verbal communication skills
• Have working knowledge of Microsoft Office, G Suite software and various other computer systems, generally being tech savvy
• Be numerate and familiar with basic financial documentation e.g. purchase orders, invoicing, accounts, visa documents
• Have experience in a customer-services orientated environment, working with budgets, record keeping and inventory tracking
• Have proven experience collaborating with external vendors, managing contract negotiations to ensure high-quality service, cost-effectiveness, and alignment with project objectives

Responsibilities

• Time manage the calendars of the CEO, including scheduling meetings across multiple timezones
• Manage travel arrangements - including flight and hotel bookings - for the CEO and Senior Leadership Team
• Support the CEO with ad hoc queries and tasks
• Assist, scope, support, or manage executive level initiatives
• Provide daily assistance to the leadership team, through the preparation of regularly scheduled reports, logistics etc
• Maintain administrative processes
• Design, implement and improve processes for remote office and operations management
• Plan and organise events, both in person offsites and workshops including international travel, as well as remote events across multiple timezones
• Handle general office management duties such as company swag, invoices, expenses and other ad hoc tasks

Preferred Qualifications

• Be capable of working on a number of different tasks at any one time, managing own time effectively and managing conflicting priorities
• Be eager to continually learn, drive best practice and improve communications, processes and templates
• Be flexible and pragmatic in relation to work practices
• Display initiative and be able to solve less than routine problems
• Be approachable, curious and enthusiastic with a positive and helpful attitude
• Have an international outlook and can navigate working with a globally distributed team and multiple time zones with ease
• Be able to work and manage various projects with multiple stakeholders across different departments (People, Finance, Legal)

Benefits

• Shared ownership
• Flexible working: Work from anywhere in the world!
• Development: Training, coaching, and an environment that promotes career ambition and progression
• Work environment: We are fully remote, allowing you to work from wherever you live in a flexible manner
• Wellbeing: Mental health and wellbeing support and services through Plumm
• Home office setup: We will provide you with the equipment you need to work from home: laptop, monitor and we will also cover your internet costs
• Additional benefits: We offer additional benefits that vary from region to region, such as medical, life insurance, pension/retirement funds and more!