[Hiring] Executive Assistant @Zella Technologies, LLC

Role Description

Zella Technologies is seeking an intelligent, ambitious Executive Assistant to our CEO to provide proactive support for daily business tasks, projects, research, data analysis, reporting, follow-up, creating PowerPoint decks, outreach, correspondence, travel arrangements, in-person assistance while abroad, scheduling, social media, and more.

To perform successfully in this role, one must be a well-organized, agile, critical thinker with the ability to thrive in a fast-paced environment and have exceptional time management skills. You enjoy working in an entrepreneurial environment with the ability to think ahead and be resourceful. You must anticipate the next steps and deliver projects on time. The candidate must be an expert in Microsoft Office Suite, including Excel and PowerPoint creation and editing. You must have experience as an Executive Assistant supporting a busy CEO with exceptional interpersonal skills.

This candidate will also establish mechanisms and processes where necessary. The successful candidate will possess the ability to complete complex tasks quickly with little to no guidance, anticipate challenges, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture.

Responsibilities will include but are not limited to:

• Planning and Execution:
  • Collaborate with the CEO to execute strategic plans, goals, and initiatives aligned with the organization's mission, vision, and WIGS' (Wildly Important Goals).
  • Provide support and insights, analysis, and recommendations for the execution of strategic initiatives.
  • Lead strategic projects, initiatives, and special assignments on behalf of the CEO.
  • Conduct research, analysis, and due diligence on key issues, opportunities, and challenges facing the organization.
  • Track and help drive completion of key deliverables and follow up on outstanding items.
  • Accompany the CEO on different travels to build the company.
• Finding the Experts, Conducting Research and Preparing Reports:
  • Research and identify experts in various fields as the CEO requires, ensuring the experts have a proven track record and relevant qualifications (Ex. Marketing, Technology, M&A, etc.).
  • Conduct initial outreach and communication with identified experts to gauge their interest and availability.
  • Compile detailed reports on potential experts, including their background, expertise, and potential organizational value.
  • Analyze industry trends and gather valuable insights to provide the CEO with the necessary data to make business decisions through market analysis, competitor research, or customer feedback, and distill the data into concise and meaningful reports.
• Institutional Knowledge Transfer:
  • Systematically capture and share the knowledge and expertise that exists within the organization.
  • Recognizing essential information and expertise that needs to be retained and shared.
  • Ensuring that critical knowledge is preserved during transitions.
  • Structuring documentation/videos using a logical repeatable process and library system.
  • Updating as knowledge evolves.
• Communication & Representation:
  • Draft and prepare correspondence for internal announcements, meetings, and organizations with which the CEO is involved.
  • Represent the company and the CEO in a positive light through great follow-up/follow-through skills and sound judgment.
  • Be responsive to emails, texts, and phone calls, including contact outside normal business hours.
• Assist with Presentation Preparation:
  • Work closely with the CEO to understand the key messages and goals of the presentation.
  • Create, design, or edit a PowerPoint deck following guidelines given by the CEO.
  • Make every slide on point, adding graphs, charts, and visuals to align with messaging.
  • Must be able to work on the spot with direction.
• Calendar & Travel Management:
  • Organize the CEO’s complex calendar and schedule of appointments, resolving any scheduling issues for internal and external meetings, off-site events, and speaking engagements based on the CEO’s preferred style and ways of working.
  • Arrange travel, book flights, and arrange accommodations for the Executive Leadership team as needed.
• Social Media Engagement:
  • Social Media posts creation, shares, likes, comments, etc., through the CEO’s accounts for engagement.
  • Create a cadence in messaging through various social media channels, LinkedIn, Facebook, Twitter, etc.

Qualifications

• Bachelor’s degree in business administration, Management, Finance, Supply Chain, or a related field. Advanced degrees such as MBA or Master's in a relevant discipline are preferred.
• Proven experience of 5+ years as an executive assistant supporting a CEO.
• Must have a proactive and solution-oriented mindset, anticipating needs and taking initiative.
• Exceptional verbal & written communication skills with proactive follow-up and follow-through.
• Must have a high level of integrity with the ability to maintain confidentiality with sensitive information.
• Impeccable organizational and time management skills with the ability to multi-task effectively under pressure.
• Must have superior time management and organizational skills with the ability to prioritize and pivot.
• 24/7/365 availability for urgent matters the CEO will need assistance with.
• Availability to travel with 12 hours of notice.
• Must have an adaptable and flexible approach to thrive in a rapidly changing environment.
• Advanced proficiency in Microsoft Office Suite including Excel and PowerPoint, G-Suite, Project Management tools, and SharePoint.
• Advanced project management and data analysis skills.
• Must have experience in various AI tools.
• Experience in travel planning, scheduling, and coordination.
• Experience planning and executing quarterly off-site meetings.
• Must have the ability to travel 15%-20% annually as needed.
• Expert experience in how to do institutional knowledge transfer and documentation.
• Experience running a corporate online “Book Club” weekly.
• Experience in Salesforce, Zoom Info., LinkedIn Navigator, and other sales tools.
• Experience in LMS training systems and adding content.
• Social Media savvy needed, with the ability to design and create content.
• Experience in working remotely with high accountability.
• High energy and positive demeanor.

Benefits

• Ongoing training and certification support.
• Career growth opportunities within the company.