Executive Assistant at DataOrbis

Responsibilities:

Calendar Management:

• Maintain and organize the CEO's and executives schedules/calendars, schedule meetings, and coordinate appointments, including marketing-related events.

Email and Communication:

• Act as a liaison between the CEO and internal and external stakeholders, handling emails, phone calls, and correspondence thereby ensuring timely responses and follow-ups.

Meeting Preparation and Coordination:

• Prepare agendas, documents, and presentations for meetings attended or led by the CEO.

Document Preparation and Management:

• Organize and maintain important documents, reports, and files related to the CEO's responsibilities. Prepare reports, presentations, and marketing materials, often using software like Google Slides/Docs/Sheets.

Board Relations:

• Assist in coordinating board meetings, preparing materials, and ensuring compliance with corporate governance requirements.

Strategic Support:

• Assist in research, data analysis, and information gathering to support the CEO in decision-making and strategic planning.

Project Coordination:

• Manage special projects and initiatives on behalf of the CEO, coordinating with various teams and departments.

Meeting Coordination:

• Organize and facilitate marketing/growth team meetings, taking minutes, and ensuring action items are followed through.

Marketing Support:

• Assist in marketing campaigns, promotions, and events by coordinating logistics, maintaining marketing databases, and managing marketing materials.

Budget Tracking:

• Monitor and assist in managing marketing budgets, including tracking expenses and processing invoices.

Vendor and Supplier Relations:

• Liaise with marketing vendors, suppliers, and contractors, ensuring agreements are met and services are delivered on time.

Data Management:

• Maintain databases of marketing contacts, leads, and customer information, ensuring data accuracy and compliance with data protection regulations. Coordinate Growth pipeline updates and reports for monthly presentations.

Project Support:

• Provide administrative support for marketing and growth projects, including coordinating project timelines, resources, and deliverables.

Market Research:

• Assist in gathering market intelligence, competitive analysis, and customer feedback to inform marketing strategies.

Confidentiality:

• Handle sensitive and confidential information with the utmost discretion and maintain confidentiality.

Requirements

Skills and Qualifications: 

• Strong organizational and time management skills. 
• Excellent interpersonal and relationship-building skills. 
• Strong written and verbal communication skills. 
• High level of professionalism and discretion. 
• Proficiency in office software (e.g., Google Workspace/Microsoft Office Suite). 
• Attention to detail and accuracy. 
• Adaptability and ability to multitask. 
• Knowledge of marketing principles and terminology. 
• Familiarity with CRM software (e.g., Dynamics/Bitrix) is a plus. 
• Ability to work under pressure and meet tight deadlines. 
• Problem-solving skills and a proactive approach. 
• Adaptability and flexibility to changing priorities 

Education and Experience: 

• A bachelor's degree in business administration, marketing, or a related field is often preferred. 
• Prior experience as an executive assistant or in marketing/HR support roles is beneficial. 
• Relevant certifications in office management or marketing may be advantageous. 
• An Executive Assistant plays a vital role in ensuring the CEO's and other Execs time is optimized, enabling them to focus on strategic leadership and decision-making. This role requires a deep understanding of the organization, strong organizational skills, and the ability to handle confidential information with discretion. 
• An Assistant with additional focus in marketing administration is instrumental in ensuring that marketing activities are well coordinated, organized, and aligned with the company's goals. They play a vital role in the success of marketing campaigns and overall business operations.